1. law, govt and politics
2. government
3. state and local government

POLICY MANUAL
REVIEWED AND UPDATED: 19 APRIL 2011
SHIRE OF GINGIN
POLICY MANUAL
TABLE OF CONTENTS
PAGE
1.0
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
1.11
1.12
1.13
1.14
1.15
1.16
1.17
1.18
1.19
1.20
1.21
1.22
1.23
1.24
1.25
1.26
1.27
1.28
1.29
2.0
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
2.11
2.12
2.13
COUNCIL
5
COUNCILLORS’ REQUESTS
5
USE OF COUNCIL CHAMBERS
5
PETITIONS
5
POLICY MANUAL
5
COUNCIL ELECTIONS - INFORMATION TO CANDIDATES
6
NEWLY ELECTED MEMBERS
6
ANONYMOUS COMPLAINTS
7
PUBLIC RELATIONS/PRESS RELEASES
7
COUNCIL MEETING MINUTES
7
RETIRING COUNCILLORS
8
CODE OF CONDUCT
8
LOGO
14
WELL WISHES FROM COUNCIL
15
ATTENDANCE AT COMMUNITY/PROGRESS ASSOCIATION MEETINGS
16
INSURANCE – PROFESSIONAL INDEMNITY – USE OF DISCLAIMERS
16
MEETINGS OF COUNCIL – GUEST SPEAKERS/DEPUTATIONS
17
ELECTIONS – PROMOTION
16
TOURISM POLICY
16
GUIDELINES ON INTERNAL PROCEDURES – PUBLIC INTEREST DISCLOSURE
REQUIREMENTS
19
RECEIVING DEPUTATIONS FROM POLITICAL PARTIES
19
FOCUS GROUP PROTOCOLS
20
LAPTOP COMPUTERS, PRINTERS & ELECTRONIC ORGANISERS –
COUNCILLORS
21
SHIRE OF GINGIN RECORD KEEPING PLAN
21
RISK MANAGEMENT POLICY
21
HANDLING OF VEXATIOUS AND FRIVOLOUS COMPLAINTS
23
COUNCIL FORUM PROTOCOLS
23
DEALING WITH COMPLAINTS - LOCAL GOVERNMENT (RULES OF CONDUCT) REGULATIONS
2007
24
AWARD OF THE TITLE "HONORARY FREEMAN OF THE SHIRE OF GINGIN"
44
COUNCILLORS' ENTITLEMENTS
46
ADMINISTRATION
51
SENIOR EMPLOYEES
51
STAFF - NEW AND CASUAL POSITIONS
51
GIFTS TO STAFF MEMBERS LEAVING THE EMPLOY OF COUNCIL
51
FUNCTIONS FOR STAFF LEAVING THE SHIRE'S EMPLOYMENT
52
SUPERANNUATION CONTRIBUTIONS
52
ACTING CHIEF EXECUTIVE OFFICER
53
STAFF TELEPHONES
53
USE OF SHIRE VEHICLES
53
MOTOR DRIVERS AND OTHER WORK REQUIRED LICENCES
54
LICENSING OF SHIRE VEHICLES/PLANT
54
STAFF UNIFORMS
54
PROTECTIVE CLOTHING
54
CONFERENCES - STUDY TOURS
55
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2.14 STUDY LEAVE
56
2.15 STATUTORY ADVERTISING
56
2.16 COMMUNITY SERVICES DIRECTORY
57
2.17 DISTRIBUTION OF POLITICAL MATERIAL
57
2.18 EQUAL OPPORTUNITY ACT
57
2.19 SMOKING, ALCOHOL OR OTHER DRUGS
59
2.20 CORPORATE CREDIT CARDS
61
2.21 SEVERANCE PAY
62
2.22 REDUNDANCY
64
2.23 OCCUPATIONAL SAFETY & HEALTH POLICY
68
2.24 STAFF HOUSING AND MAINTENANCE OF THE PROPERTY
69
2.25 PART PAY OUT OF ACCRUED SICK LEAVE IN CERTAIN CIRCUMSTANCES
70
2.26 LOSS OF DRIVER'S LICENCE (SHIRE OF GINGIN EMPLOYEES
70
3.0 MATTERS RELATING TO FINANCE
73
3.1 CHEQUE/ELECTRONIC FUND TRANSFERS SIGNING LIMITS
73
3.2 INVESTMENTS
74
3.3 DONATIONS
77
3.4 DEBT COLLECTION
77
3.5 ASSETS – ACCOUNTING
78
3.6 LOANS – SELF SUPPORTING
79
3.7 DISTRIBUTION OF FUNDS TO COMMUNITY AND SPORTING BODIES
THROUGH THE COMMUNITY SPORTING AND RECREATION FACILITIES FUND
79
3.8 ENVIRONMENTAL FUNDING POLICY–ENVIRONMENTAL ALLOCATION FUND
81
3.9 PURCHASING AND ORDERING OF GOODS
83
3.10 PURCHASING POLICY
85
3.11 REVALUATION OF NON-CURRENT ASSETS
94
3.12 TOURISM ALLOCATION FUNDING POLICY
94
3.13 RATES WRITE-OFF FORMULA ON PROPERTIES WHERE A BUILDING HAS BEEN
DEMOLISHED AND REBUILT - DELETED 16/8/2011
96
3.14 LAND UNDER ROADS
96
3.15 PLAYGROUND POLICY - CONSOLIDATION OF COUNCIL'S EXISTING AND
FUTURE PLAYGROUNDS
97
3.16 RATES CONCESSION FOR SPLIT USE DIFFERENTIAL - UV GENERAL PROPERTIES
99
3.17 ASSET MANAGEMENT
99
3.18 DISPOSITION OF ASSETS
102
4.0 LAW, ORDER & PUBLIC SAFETY
104
4.1 REWARDS - THEFT/VANDALISM
104
4.2 BUSH FIRE CONTROL
104
4.3 CONTRIBUTION TO LEGAL FEES - VOLUNTEER FIRE FIGHTERS
119
4.4 TRADING ACTIVITIES WITHIN LANCELIN FORESHORE RESERVES
119
4.5 HANDOVER POLICY FOR NON SPORTING USE OF FOOTBALL/CRICKET
RECREATION OVAL
123
5.0 HEALTH
124
5.1 RUBBISH SERVICES TO CLUB PREMISES
124
6.0 TOWN PLANNING AND DEVELOPMENT
125
6.1 ACCEPTANCE OF MANAGEMENT ORDERS BY THE SHIRE OVER FORESHORE RESERVES
125
6.2 LAND CLEARING – MANNER FOR DEALING WITH APPLICATIONS TO CLEAR
125
7.0 ENGINEERING
127
7.1 CROSSOVER SUBSIDY
127
7.2 PLAYGROUND EQUIPMENT
127
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7.3
7.4
7.5
7.6
7.7
7.8
7.9
REMOVAL OF FLORA, FIREWOOD ETC.
ROAD VERGE DEVELOPMENT CRITERIA – URBAN AREAS
EXPLORATION DRILLING ON SHIRE ROADS AND RESERVES
ROAD TRANSPORT HEAVY VEHICLE COMBINATIONS
HIRING OF SMALL PLANT BY SHIRE EMPLOYEES
GUIDELINES FOR ROADWORKS, DRAINAGE AND SUBDIVISION DEVELOPMENT
CONSTRUCTION OF GAZETTED, UNMADE RURAL ROADS TO A MAXIMUM
VALUE OF $20,000.00
7.10 CONSTRUCTION OF GAZETTED, UNMADE RURAL ROADS WITH A VALUE
EXCEEDING $20,000.00
8.0 BUILDING
8.1 BUILDING CONTROL DISCLAIMER
8.2 BUILDING LICENCE FEES - REFUND OF
8.3 BUILDING LICENCE - DEPOSIT FOR FOOTPATHS/CYCLEWAY
8.4 SIGN APPLICATIONS
8.5 AMALGAMATION OF LOTS FOR BUILDING SITES
8.6 ROOF DRAINAGE
8.7 ROOF GUTTERING ON OUTBUILDINGS
8.8 TEMPORARY ACCOMMODATION
8.9 RETAINING WALLS
8.10 RETAINING WALLS - CUT AND FILL OF LOTS
8.11 OVERSIZED OUTBUILDINGS
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128
128
129
130
131
133
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224
225
225
225
225
226
226
226
226
227
228
228
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POLICY MANUAL
1.0
COUNCIL
1.1
COUNCILLORS’ REQUESTS
All Councillor enquiries of a technical and/or non-administrative nature shall be
directed through the Chief Executive Officer, Executive Manager Corporate
Services, or Executive Officers.
ADOPTED: COUNCIL 17 AUGUST 1999
REVIEWED: 19 APRIL 2011
1.2
USE OF COUNCIL CHAMBERS
The Shire of Gingin Council Chambers and Committee Room shall only be used
for Council functions and meetings. The Chief Executive Officer is authorised to
approve the use of the Council Chambers for other functions and meetings when
special circumstances exist, however, it is Council Policy that Community Groups
and Organisations should not use the Council Chambers, but should be directed to
other Shire owned public buildings.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
1.3
PETITIONS
A compliant petition that is handed to a Councillor by a Shire resident shall be
presented to the next Meeting of Council.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
1.4
POLICY MANUAL
The Shire of Gingin will maintain a Manual which records the various policies of
the Council.
Policies are to relate to issues of an on-going nature; policy decisions on single
issues are not to be recorded in the Manual.
The objectives of the Shire‘s Policy Manual are:

to provide Council with a formal written record of all policy decisions;

to provide the staff with precise guidelines in which to act in accordance with
Council's wishes;
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POLICY MANUAL

to enable the staff to act promptly in accordance with Council's requirements,
but without continual reference to Council;

to enable Councillors to adequately handle enquiries from electors without
undue reference to the staff or the Council;

to enable Council to maintain a continual review of Council policy decisions
and to ensure they are in keeping with community expectations, current trends
and circumstances;

to enable ratepayers to obtain immediate advice on matters of Council Policy.
The Policy Manual will be maintained in a loose-leaf binder and updated as and
when a policy is varied by the Council.
The Policy Manual is to be reviewed biennially.
A copy of the Policy Manual, together with details of variations as they occur, shall
be distributed to all Councillors and appropriate staff.
Changes to Council Policies shall be made only on:
(a)
(b)
Notice of motion,
or
an agenda item clearly setting out details of the amended policy.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
1.5
COUNCIL ELECTIONS - INFORMATION TO CANDIDATES
That a ―Guide to Candidates for Local Government Elections‖ be handed to
candidates upon receipt of nominations, with the guide to include reference to
sections of the Local Government Act, 1995 applicable to election procedures.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
1.6
NEWLY ELECTED MEMBERS
Newly elected members of Council will receive a copy of the Local Government Act,
1995 plus amendments, a copy of the Policy Manual and copies of other
documentation deemed appropriate. Newly elected members of Council will be
encouraged to attend appropriate ―Councillor‖ courses conducted through Municipal
Training Services.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
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1.7
POLICY MANUAL
ANONYMOUS COMPLAINTS
That no action be taken with regard to anonymous complaints either verbal or
written.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
1.8
PUBLIC RELATIONS/PRESS RELEASES
The Local Government Act, 1995 provides that the role of the Shire President is to
speak on behalf of the Local Government and, accordingly, the Shire President is
the official spokesperson for the Shire of Gingin. If approached by the media for
formal comment on any issue, Councillors and staff are, in the first instance, to
suggest that the media make direct contact with the Shire President as the Shire‘s
official spokesperson.
When the media does not make direct contact with the Shire President and a
member of staff is asked to respond/comment to the media, the staff member will
direct the enquiry to the Chief Executive Officer who will liaise with the Shire
President to determine who will respond/comment and the nature of the
response/comment. If the Shire President is unable to be contacted, the Chief
Executive Officer will determine who is to respond and the nature of the response.
Without express authority from the Shire President, staff and Councillors are not to
offer a Council view, attitude, stance, etc on any issue, this clearly being the function
of the Shire President.
A Councillor‘s right to express a personal opinion on any issue of public interest is
recognised.
ADOPTED: COUNCIL 19 JUNE 1997
REVIEWED: 19 APRIL 2011
1.9
COUNCIL MEETING MINUTES
(a)
A copy of the minutes of all Council Meetings, stamped with the wording "Members of the Public are advised that decisions arising from this Council
Meeting can be subject to alteration. Applicants and other interested parties
should refrain from taking any action until such time as written advice is
received confirming Council‘s decision with respect to any particular issue.",
are to be made available for perusal by members of the public at the Shire
Office and Shire Library as soon as possible following each meeting but
within the time limits prescribed by Local Government (Administration)
Regulation No 13.
(b)
Any person may be provided with a photocopy of any page or pages of any
Council Meeting Minutes, on payment of the current photocopying charges
that apply. Such copies issued that have not been confirmed are to be
stamped with the wording - "Members of the Public are advised that
decisions arising from this Council Meeting can be subject to alteration.
Applicants and other interested parties should refrain from taking any action
until such time as written advice is received confirming Council‘s decision
with respect to any particular issue." or, alternatively, with the word ―Draft‖.
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(c)
A copy of the Minutes of all Council Meetings, stamped with the wording
"Please Note - These Minutes have yet to be confirmed by Council as a true
record of proceedings", are to be forwarded, on request and free of charge,
to all media outlets within or servicing the district as soon as possible
following each meeting.
(d)
A copy of the Minutes of all or any Council Meetings are to be posted to all
Community and Progress Associations within the Shire free of charge and if
unconfirmed, the Minutes are to be stamped with the wording - ―Please Note
– These Minutes have yet to be confirmed by Council as a true record of
proceedings‖.
(e)
Any individual or organisation not referenced in ―(d),‖ may, on payment of an
annual subscription set by Council each year, have a copy of the Minutes of
all Council Meetings, posted to them following each meeting. The minutes
are to be stamped with the wording "Please Note - These Minutes have yet
to be confirmed by Council as a true record of proceedings". These Minutes
are to be posted to the subscribers as soon as possible following each
meeting.
(f)
Upon request, a copy of the minutes of all or any Council Meeting may be
posted to Local Members of State or Federal Parliament, free of charge and,
if unconfirmed, the minutes are to be stamped with the wording - "Please
Note - These minutes have yet to be confirmed by Council as a true record of
proceedings‖.
ADOPTED: COUNCIL 21 SEPTEMBER 1995
REVIEWED: 19 APRIL 2011
1.10
RETIRING COUNCILLORS
Repealed by resolution of Council 20 May 2014 – Item 11.1.1
See Policy 1.29 – Councillors’ Entitlements
1.11
CODE OF CONDUCT (AMENDED)
The ―Code of Conduct‖ provides Councillors and Staff with consistent guidelines
for an acceptable standard of professional conduct. The Code addresses, in a
concise manner, the broader issue of ethical responsibility and encourages
greater transparency and accountability.
It is to be read in conjunction with the Local Government (Rules of Conduct)
Regulations, 2007 which apply to Councillors.
The Code is complementary to the principles adopted in the Local Government
Act, 1995 and subsidiary Regulations which incorporate eight fundamental aims,
namely the requirement to:
(a)
Act with reasonable care and diligence;
(b)
Act with honesty and integrity;
(c)
Act lawfully;
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POLICY MANUAL
(d)
Avoid damage to the reputation of the Local Government;
(e)
Be open and accountable to the public;
(f)
Base decisions on relevant and factually correct information;
(g)
Treat others with respect and fairness; and
(h)
Not be impaired by mind affecting substances.
The Code provides a guide and a basis of expectations for Councillors and Staff. It
encourages a commitment to ethical and professional behaviour and outlines
principles in which individual and collective Local Government responsibilities may
be based.
A Councillor‘s primary role is to represent the community, and the effective
translation of the community‘s needs and aspirations into a direction and future for
the Local Government will be the focus of the Councillor‘s public life.
A Councillor represents the interests of Electors, Ratepayers and Residents of the
district.
In fulfilling the various roles, Councillors‘ activities will focus on:
(a)
Achieving a balance in the diversity of community views to develop an overall
strategy for the future of the community;
(b)
Achieving sound financial management and accountability in relation to
Shire‘s finances;
(c)
Ensuring that appropriate mechanisms are in place to deal with the prompt
handling of residents‘ concerns;
(d)
Working with other spheres of government and organisations to achieve
benefits for the community at both a local and regional level;
(e)
Having an awareness of the statutory obligations imposed on Councillors and
on Local Governments; and
(f)
Compliance with the Local Government Act (Rules of Conduct) Regulations,
2007.
Conflict and Disclosure of Interest
(a)
Conflict of Interest
(i)
Councillors and Staff will ensure that there is no actual (or perceived)
conflict of interest between their personal interests and the impartial
fulfilment of their professional duties.
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POLICY MANUAL
(ii)
Staff will not engage in private work with or for any person or body with
an interest in a proposed or current Contract with the Shire, without first
making disclosure to the Chief Executive Officer. In this respect, it does
not matter whether advantage is in fact obtained, as any appearance
that private dealings could conflict with performance of duties must be
scrupulously avoided.
(iii) Councillors and Staff who exercise a recruitment or other discretionary
function will make disclosure before dealing with relatives or close
friends and will disqualify themselves from dealing with those persons.
(iv) Staff will refrain from partisan political activities, which could cast doubt
on their neutrality and impartiality in acting in their professional capacity.
An individual‘s rights to maintain their own political convictions are not
impinged upon by this clause. It is recognised that such convictions cannot
be a basis for discrimination and this is supported by anti discriminatory
legislation.
(b)
Interests
Councillors and Staff will comply with the disclosure of Financial, Proximity
and Impartiality Interests as contained within the Local Government Act,
1995 and Local Government (Administration) Regulations 1996.
Councillors and Staff will disclose any interest that they have in any matter to
be discussed, or in any matter on which they have, or will be providing,
advice at Council Meetings, Committee Meetings, Council Forums and
Council Focus Group Meetings.
(c)
Disclosure of Interest
(i)
Councillors and appropriate Staff will disclose, in a written return or at
the relevant meeting, the interests, which might be in conflict with their
public or professional duties.
(ii)
Whenever disclosure is required, recommended in this Code, or
otherwise seems appropriate, it will be made promptly, fully, and in
writing within the register provided.
Any disclosure of interest made by a Councillor or Employee in respect
to any matter to be discussed either at a Council Meeting, Committee
Meeting, Council Forum or Council Focus Group Meeting is to be made
at the Meeting immediately before the matter is discussed or at the time
advice is given, and is to be recorded in the Minutes or record of the
relevant Meeting.
(iii) Councillors and appropriate Staff will verbally disclose at Annual
Meetings of Electors any interest or conflict which may arise on any
matter in which they would ordinarily disclose an interest, if that same
matter were to arise during the course of an Ordinary Council or
Committee Meeting.
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If such an interest arises during the course of an Annual Meeting of
Electors, and that interest is declared, the interest shall be dealt with
using the same procedure as that prescribed for dealing with
Declarations of Interest during Public Question Time.
(iv) Councillors and appropriate Staff will, at any Community/Progress
Association or similar meeting, verbally declare any interest or conflict
which may arise on any matter in which they would ordinarily disclose
an interest if that same matter were to arise during the course of an
Ordinary Council or Committee meeting.
If such an interest arises during the course of a Community/Progress
Association or similar meeting, and that interest is declared, the interest
shall be dealt with using the same procedure as that prescribed for
dealing with Declarations of Interest during Public Question Time.
(v)
Councillors, Staff, Consultants and other participants shall disclose their
financial interests and other prescribed interests in matters to be
discussed at Council Forums.
Should a person disclose an interest, it will be at their discretion as to
whether or not they participate in that part of the Forum relating to their
interest.
(vi) Councillors, Staff, Consultants and other participants shall disclose their
financial interests and other prescribed interests in matters to be
discussed at Council Focus Group Meetings. Should a person disclose
an interest, it will be at their discretion as to whether or not they
participate in that part of the Focus Group Meeting relating to their
interest.
Personal Benefit
(a)
Use of Confidential Information
Councillors and Staff will not use confidential information to gain improper
advantage for themselves or for any other person or body, in ways which are
inconsistent with their obligation to act impartially, or to improperly cause
harm or detriment to any person or organisation.
(b)
Intellectual Property
The title to Intellectual Property in all duties relating to Contracts of
Employment will be assigned to the Shire of Gingin upon its creation unless
otherwise agreed by separate Contract.
(c)
Improper or Undue Influence
Councillors and Staff will not take advantage of their position to improperly
influence other Councillors or Staff in the performance of their duties or
functions, in order to gain undue or improper (direct or indirect) advantage or
gain for themselves or for any other person or body.
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(d)
POLICY MANUAL
Gifts and Bribery
(i)
Councillors and Staff will not seek or accept (directly or indirectly) from
any person or body, any immediate or future "prohibited" gift, reward or
benefit (other than gifts of a token kind, or moderate acts of hospitality)
for themselves or for any other person or body, relating to their status
with the Shire or their performance of any duty or work which touches or
concerns the Shire of Gingin.
(ii)
If any "notifiable" gift, reward or benefit is offered (other than gifts of a
token kind, or moderate acts of hospitality), disclosure will be made in a
prompt and full manner and in writing in the appropriate register.
(iii) A gift is considered to be of a token kind and an act of hospitality is
considered to be moderate where the value of the gift or act of
hospitality does not exceed $50.00.
(iv) A Councillor or an Employee cannot accept a gift, other than a token
gift, from a person who is undertaking, or is likely to undertake,
business -
(v)

That requires a person to obtain any authorisation from the Local
Government;

By way of contract between the person and the Local Government;
and

By way of providing any service to the Local Government.
A Councillor or an Employee who accepts a token gift from a person
referred to in Clause (iv) above is required to record 
The names of the persons who gave, and received, the token gift;

The date of receipt of the token gift; and

A description and the estimated value of the token gift.
Conduct of Councillors and Staff
(a)
Personal Behaviour
(i)
Councillors and Staff will:
Act, and be seen to act, properly and in accordance with the
requirements of the law and the terms of this Code.
Perform their duties impartially and in the best interests of the Shire
uninfluenced by fear or favour.
Act in good faith (i.e. honestly, for the proper purpose, and without
exceeding their powers) in the interests of the Shire and the
community.
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Make no allegations which are improper or derogatory (unless true
and in public interest) and refrain from any form of conduct, in the
performance of their official or professional duties, which may cause
any reasonable person unwarranted offence or embarrassment.
Always act in accordance with their obligation of fidelity to the Local
Government.
(ii)
(b)
(c)
Councillors will represent and promote the interests of the Shire, while
recognising their special duty to their own constituents.
Performance of Duties
(i)
While on duty, Staff will give substantially their whole time and
attention to the Shire‘s business and ensure that their work is carried
out efficiently, economically and effectively, and that their standard of
work reflects favourably both on them and on the Council.
(ii)
Councillors will, at all times, exercise reasonable care and diligence in
the performance of their duties, being consistent in their decision
making, but treating all matters on individual merits. Councillors will
be as informed as possible about the functions of the Council, and
treat all members of the community honestly and fairly.
Compliance with Lawful Orders
(i)
Councillors and Staff will comply with any lawful order given by any
person having authority to make or give such an order, with any
doubts as to the propriety of any such order being taken up with the
superior of the person who gave the order and, if resolution cannot be
achieved, with the Chief Executive Officer.
(ii)
Councillors and Staff will give effect to the lawful policies of the Shire,
whether or not they agree with, or approve of them.
(d)
Administrative and Management Practices
Councillors and Staff will ensure compliance with proper and reasonable
administrative practices and conduct, and professional and responsible
management practices.
(e)
Corporate Obligations
(i)
Standard of Dress
Staff is expected to comply with neat and responsible dress standards
at all times. Management reserves the right to raise the issue of dress
with individual Staff.
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(ii)
(f)
Communication and Public Relations
(a)
All aspects of communication by Staff (including verbal, written
or personal), involving Shire activities should reflect the status
and objectives of the Shire. Communications should be
accurate, polite and professional.
(b)
As a representative of the community, Councillors need to be
not only responsive to community views, but to adequately
communicate the attitudes and decisions of the Council. In
doing so Councillors should acknowledge that:

As a member of the Council there will be respect for the
decision making processes of the Council which are based
on a decision of the majority of the Council;

Information of a confidential nature will not be
communicated until it is no longer treated as confidential;

Information relating to decisions of the Council on
approvals, permits and so on, only be communicated in an
official capacity by a designated officer of the Shire;

Information concerning adopted policies, procedures and
decisions of the Council is conveyed accurately.
Relationships between Councillors and Staff
An effective Councillor will work as part of the Shire team with the Chief
Executive Officer and other Executive staff. That teamwork will only occur if
Councillors and Staff have a mutual respect and co-operate with each other to
achieve the Shire‘s corporate goals and implement the Shire‘s strategies. To
achieve that position Councillors need to:
 Accept that their role is a leadership, not a management or administrative
one;
 Acknowledge that they have no capacity to individually direct members of
staff to carry out particular functions; and
 Refrain from publicly criticising staff in a way that casts aspersions on their
professional competence and credibility.
(g)
Appointments to External Committees
As part of their representative role Councillors are often asked to represent
the Shire on external organisations. It is important that Councillors:
 Clearly understand the basis of their appointment; and
 Provide regular reports on the activities of the organisation.
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Dealing with Shire Property
(a)
Use of Local Government Resources
Councillors and Staff will:
(i)
Be scrupulously honest in their use of the Shire‘s resources and shall
not misuse them or permit their misuse (or the appearance of misuse)
by any other person or body.
(ii)
Use Shire resources entrusted to them effectively and economically in
the course of their duties.
(iii)
Not use the Shire‘s resources (including the services of Shire staff) for
private purposes (other than when supplied as part of a contract of
employment), unless properly authorised to do so, and appropriate
payments are made (as determined by the Chief Executive Officer).
Note: Councillor laptop computers are exempt from this provision.
(b)
Travelling and Sustenance Expenses
Councillors and Staff will only claim or accept travelling and sustenance
expenses arising out of travel related matters which have a direct bearing on
the services, policies or business of the Shire in accordance with Shire policy
and the provision of the Local Government Act, 1995.
(c) Access to Information
(i)
Staff will ensure that Councillors are given access to all information
necessary for them to properly perform their functions and comply with
their responsibilities as Councillors.
(ii)
Councillors will ensure that information provided will be used properly
and to assist in the process of making reasonable and informed
decisions on matters before the Council.
ADOPTED: COUNCIL 16 JANUARY 2001
REVIEWED: 19 APRIL 2011
1.12
LOGO
The Council records having adopted a design as its official logo which is to be
shown on letterheads, envelopes and other Shire material and stationery, as and
when considered appropriate.
No action is to be taken to register the logo under the Designs Act.
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Any application for the use of reproduction of the logo is to be considered on its
merits and such applications shall be determined by the Chief Executive Officer.
As a policy, the Shire supports the use of the logo by local organisations seeking
to identify geographically with the district.
ADOPTED: COUNCIL 7 SEPTEMBER 1999
REVIEWED: 19 APRIL 2011
1.13
WELL WISHES FROM COUNCIL
It is the Council‘s Policy to send flowers, cards or small gifts and insert suitable
notices in the local paper to recognise personal events in the lives of staff
members, Councillors, past Councillors, close affiliates of the Shire or their
families.
In so doing, assistance with the procedure is to be encouraged from staff and
Councillors, but due regard is to be had always to such things as length of service
(staff or Councillors), community attitudes, input and involvement from others.
ADOPTED: COUNCIL 7 SEPTEMBER 1999
REVIEWED: 19 APRIL 2011
1.14
ATTENDANCE AT COMMUNITY/PROGRESS ASSOCIATION MEETINGS
Council will encourage local Community/Progress Associations to keep the Shire
informed of their views and concerns. In its interaction with such Associations, the
Shire will be mindful of the Association‘s stated areas of interest.
1.14.1
Following the conclusion of each Community/Progress Association
Annual General Meeting, the Shire will accommodate a request from
the Association Executive and committee to meet with the Shire
President, Deputy Shire President, Ward and other interested
Councillors and relevant staff, at the Shire‘s Administration Centre to
discuss issues of relevance to that Association.
1.14.2
Shire of Gingin representation at Community/Progress Association
meetings will be at the discretion of the Shire President in consultation
with the Ward Councillors and Chief Executive Officer.
1.14.3
Any request from a Community/Progress Association for formal Shire
representation at a meeting shall be accompanied by details of the
issues to be discussed.
ADOPTED: COUNCIL 3 OCTOBER 2000
AMENDED: COUNCIL 6 DECEMBER 2005
REVIEWED: 19 APRIL 2011
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SHIRE OF GINGIN
1.15
POLICY MANUAL
INSURANCE – PROFESSIONAL INDEMNITY – USE OF DISCLAIMERS
When providing advice or information to either the public or other statutory bodies,
the use of appropriate disclaimers is authorised. The wording of such disclaimers
is to be as recommended from time to time, in consultation with the Shire‘s
Insurers.
ADOPTED: COUNCIL 7 SEPTEMBER 1999
REVIEWED: 19 APRIL 2011
1.16
MEETINGS OF COUNCIL – GUEST SPEAKERS/DEPUTATIONS
Council supports the scheduling of guest speakers and/or Deputations at Council
meetings where the subject matter is one of general information for all Councillors
and not requiring any Council decision.
Guest speakers will be limited to a time determined at the Shire President‘s
discretion.
This Policy is not to be construed so as to allow persons to make submissions for
or against items on the Agenda, or canvas issues that may be addressed by
Council in the near future.
The Shire President is authorised to approve or disapprove requests to address
Council meetings.
ADOPTED: COUNCIL 7 SEPTEMBER 1999
REVIEWED: 19 APRIL 2011
1.17
ELECTIONS – PROMOTION
The Chief Executive Officer is authorised, at his discretion, to involve the Shire in
any electoral promotional advertising campaign including campaigns organised by
the Western Australian Municipal Association or the Department of Local
Government and Regional Development.
ADOPTED: COUNCIL 7 SEPTEMBER 1999
REVIEWED: 19 APRIL 2011
1.18
TOURISM POLICY
Policy Objectives
1.
To recognise tourism as a social and economic force and as a major or
potential major employer within the Shire of Gingin.
2.
To create and foster a community awareness of the advantages and
disadvantages of tourism within the Shire of Gingin.
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POLICY MANUAL
3.
To ensure that the Shire of Gingin will guide and influence the development
of tourism in the Shire through the development of pro-active town planning
schemes and strategies for sustainable tourism.
4.
To provide the basic facilities and appropriate support infrastructure to
encourage development.
5.
To ensure that facilities within the Shire of Gingin are adequate to cater for
visitors and residents.
6.
To ensure that the needs and lifestyles of existing residents are considered.
Policy Guidelines
1.
The Shire of Gingin will liaise with the Tourism Western Australian and all
other relevant tourism bodies and key State agencies in all aspects of
tourism development.
2.
The Shire of Gingin will endeavour to provide a budget allocation for tourism
expenditure.
3.
The Shire of Gingin will endeavour to assist (financially and by other means)
tourism organisations or events which have the potential to develop tourism
in the Shire.
4.
5.
The Shire of Gingin may seek representation on local tourism associations.
The Shire of Gingin will have regard to the requirements of tourism
development in the formulation of its planning regulations and strategies.
6.
The Shire of Gingin, in its review of planning instruments (ie, strategic plans,
town plans and long term development plans), will take into consideration
policies on tourism and other leisure-related issues.
7.
In the preparation of local laws and regulations, Council will have regard to
their impact on tourism and the balanced development of the Shire of Gingin.
8.
The Shire of Gingin will encourage tourism product development and
investment throughout the Shire and will facilitate the development
application process.
9.
The Shire of Gingin will encourage a high standard of design and aesthetics
in all forms of tourist development.
10. The Shire of Gingin will consider the welfare of the whole community when
supporting tourism development and the provision of facilities.
11. The Shire of Gingin will consider the social, cultural, economic and
environmental impact of proposals when considering tourism developments
within the Shire of Gingin.
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POLICY MANUAL
12. The Shire of Gingin will ensure that, where sensitive environmental, historic
or cultural areas exist, these areas will be adequately protected with respect
to development or usage.
13. The Shire of Gingin will endeavour to initiate the provision of facilities to
adequately cater for destination and day trip visitors to appropriate areas
within its boundaries.
14. The Shire of Gingin will seek financial involvement from other sources
wherever possible in the provision of tourist facilities.
15. The Shire of Gingin will encourage the landscaping of residential and
commercial centres within the Shire of Gingin.
16. The Shire of Gingin will, where practicable, support the establishment of
national parks, enhancement of specific natural features, conservation of
areas of outstanding beauty and recognition of items of heritage significance.
ADOPTED: COUNCIL 2 NOVEMBER 1999
REVIEWED: 19 APRIL 2011
1.19
GUIDELINES ON INTERNAL
DISCLOSURE REQUIREMENTS
PROCEDURES
–
PUBLIC
INTEREST
Council adopts as Policy, the Guidelines on Internal Procedures relating to the
obligations of Public Authorities under the Public Interest Disclosure Act, 2003.
ADOPTED: COUNCIL 5 OCTOBER 2004
REVIEWED: 19 APRIL 2011
1.20
RECEIVING DEPUTATIONS FROM POLITICAL PARTIES
Purpose
The purpose of this policy is to prescribe the parameters in which the Chief
Executive Officer shall deal with requests from representatives of political parties
seeking the opportunity to address Council.
policy Provisions
The Chief Executive Officer is authorised to approve all requests received from
representatives of political parties seeking the opportunity to address Council in
respect to matters affecting their party.
The Chief Executive Officer shall notify all Councillors of any impending visit from
either Federal or State political representatives by way of the next available Friday
Flyer.
ADOPTED: COUNCIL 7 DECEMBER 2004
REVIEWED: 19 APRIL 2011
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SHIRE OF GINGIN
1.21
POLICY MANUAL
FOCUS GROUP PROTOCOLS
The following protocols shall apply to the conduct of all Council Focus Groups:
1.
Focus Group Meetings are intended to provide all Councillors with the
opportunity to have detailed discussion on ideas and concepts for the
betterment of the District, so as to provide succinct direction to staff on how
best to progress any particular Council initiative.
2.
Where a particular Council idea or concept is considered worthy of detailed
Council discussion and/or deliberation, a Focus Group may be established at
the discretion of the Council.
3.
The Shire President shall preside at all Focus Group Meetings.
4.
In the Shire President's absence, the Deputy Shire President shall preside at
all Focus Group Meetings.
5.
In the absence of both the Shire President and the Deputy Shire President,
Councillors in attendance at the Focus Group Meeting shall elect a Councillor
to preside at the Meeting.
6.
Shire staff will, if requested to do so, prepare a Discussion Paper which
addresses all salient matters pertaining to the idea or concept to assist a
Council Focus Group in its deliberations.
7.
Where a Discussion Paper is produced for presentation at a Focus Group
Meeting, a Consensus Focus Group Outcome shall be recorded in a Focus
Group Outcomes Schedule.
8.
Any Consensus Focus Group Outcome arising as a consequence of the
presentation of a Discussion Paper to a Focus Group Meeting shall be tabled
at the next available Council Meeting in the form of an Agenda Item, with the
resultant staff recommendation reflecting the Consensus Focus Group
Outcome.
9.
Where, at a Focus Group Meeting, a Deputation from a community
representative or group is accommodated, a summary of the outcomes
arising from a Deputation shall be recorded in the resultant Focus Group
Outcomes Schedule.
10. Focus Group Meetings will be generally open to the public, unless the
Presiding Member determines otherwise.
11. No formal decisions will be made at Focus Group Meetings. All outcomes
arising from Focus Group Meetings will be by consensus agreement amongst
Councillors.
12. No discussion of any nature will be permitted at Focus Group Meetings on
any matter listed for deliberation on the Agenda prepared for the immediately
following Council Meeting.
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POLICY MANUAL
13. Elected Members, employees, consultants and other participants shall
disclose their financial interests and other prescribed interests in matters to
be discussed at Council Focus Group Meetings.
Should a person disclose an interest, it will be at their discretion as to
whether or not they participate in that part of the Focus Group Meetings
relating to their interest.
ADOPTED: COUNCIL 1 NOVEMBER 2005
REVIEWED: 19 APRIL 2011
1.22
LAPTOP COMPUTERS, PRINTERS AND ELECTRONIC ORGANISERS –
COUNCILLORS
Repealed by resolution of Council 20 May 2014 – Item 11.1.1
See Policy 1.29 – Councillors’ Entitlements.
1.23
SHIRE OF GINGIN – RECORD KEEPING PLAN
Council will maintain all internal records in accordance with the State Records Act
2000 and ‗Record Keeping Plan‘ as adopted on 15 May 2012.
ADOPTED: COUNCIL 15 MAY 2012
REVIEWED:
1.24
RISK MANAGEMENT POLICY
Intent
The intent of this Risk Management Policy is to clearly articulate Council‘s position
and commitment to organisation-wide Risk Management principles.
Definition of “Risk”
AS/NZ 4360:2004 defines risk as the chance of something happening that will have
an impact on what an organisation is attempting to achieve. Risk represents the
potential for damage or loss and is measured in terms of likelihood and
consequences.
Definition of “Risk Management”
AS4360:2004 defines Risk Management as the process of identifying, measuring,
evaluating and controlling the risks inherent in the operation of any organisation.
Provisions
The Shire of Gingin Council considers Risk Management to be an essential
management function in its operation as a progressive local government and
Council is committed to the principles of managing risk as outlined in AS/NZ
4360:2004.
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POLICY MANUAL
Council shall manage risks continuously using a step-by-step process involving:

Establish context – As part of this process, all Council strategies, goals and
objectives are considered to provide a context for the process to work within.

Identify risks – Identify what, why and how things can arise for use as the
basis for further analysis.

Analyse risks – Review the existing controls and analyse risk in terms of
likelihood and consequence of occurrence to determine level of risk.

Evaluate risks – Compare the level of risk against pre-established criteria to
enable risks to be ranked, and therefore priorities established.

Treat risks – Accept and monitor low risks and develop and implement
specific management plans as necessary, including funding considerations.

Monitor and review – Monitor and review the performance of the Risk
Management system and changes that might affect it.

Communication and consultation – Communicate and consult with
stakeholders when appropriate, is also central to the process.
Risk Management shall be applied to decision-making through all levels of Council
and in relation to any function or activity.
The role of Council is:




to ensure that Council‘s legal obligations are met
to provide the support and basis on which this Risk Management Policy can
be implemented
to carry out risk assessments when fulfilling Council duties
to provide adequate budgetary provision for the maintenance of this policy
Council shall apply the Risk Management process in its planning and when making
significant decisions in:





Expenditure of large amounts of money
New strategies and procedures
Managing projects
Introducing significant change
Managing sensitive issues
Successful management of risks will attempt to ensure that:





The health and safety of all employees at the workplace is not compromised
Public safety within Council‘s jurisdiction is not compromised
There will be limited loss or damage to property and other assets
There will be limited interruption to business continuity
There will be a positive public perception of Council
After proper training, Shire Staff shall adopt the principles of Risk Management and
comply with all policies, procedures and practices relating to Risk Management. It is
necessary for each Staff member, particularly those who supervise other Staff and
to the best of his or her ability, to ensure that sound judgments are made in:
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


POLICY MANUAL
the identification of risks
the relative importance and priorities for treatment
the design of the actual risk treatment strategy
The role of Staff is:


to familiarise themselves with Council‘s Risk Management Policy
to employ Risk Management principles and practices in day-to-day duties and
functions
to report any hazard or incident as soon as possible that may have a potential
risk exposure to Council, Staff, contractors or the public
to assist positively with investigations related to incidents that have occurred
as a result of a hazard or incident


It is the responsibility of all Members of Council and all Shire Staff to conduct risk
assessments in carrying out their duties. The level of sophistication of the risk
assessment should be commensurate with the scope of the task and the associated
level of risk identified.
In each of these areas, risks should be anticipated and reasonable protective
measures taken. The cooperation of all personnel is essential for Risk Management
to be a success.
It is the responsibility of every department to observe and implement this Policy in
accordance with procedures, initiatives and training that are developed by
management from time to time.
The Shire of Gingin Council is fully committed to the concept of Risk Management.
ADOPTED: COUNCIL 18 MARCH 2008
REVIEWED: 19 APRIL 2011
1.25
HANDLING OF VEXATIOUS AND FRIVOLOUS COMPLAINTS
The Chief Executive Officer, and in his absence the Executive Manager Corporate
Services are authorised to exercise his/her discretion as to how best to deal with
complaints deemed by him/her to be vexatious or frivolous in nature.
ADOPTED: COUNCIL 4 APRIL 2000
REVIEWED: 19 APRIL 2011
1.26
COUNCIL FORUM PROTOCOLS
1.
Council Forums are intended to provide all Councillors with the opportunity to
raise ideas and concepts relating to the betterment of the District and to
provide direction to Staff on how best to progress particular Council
initiatives.
2.
The Shire President shall preside at all Council Forums.
3.
In the Shire President‘s absence, the Deputy Shire President shall preside at
all Council Forums.
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POLICY MANUAL
4.
In the absence of both the Shire President and the Deputy Shire President,
Councillors in attendance at the Forum will elect a Councillor to preside at
the Forum.
5.
Where a particular idea or concept is raised at a Council Forum and is
consensually agreed by Council to be worthy of further Council discussion
and/or deliberation, Shire Staff will be requested to prepare a Discussion
Paper which sets out salient points relevant to the idea or concept.
6.
Where a Discussion Paper is produced for presentation at a Council Forum,
a Consensus Forum Outcome shall be recorded in a Council Forum
Outcomes Schedule.
7.
Any Consensus Forum Outcome arising as a consequence of the
presentation of a Discussion Paper to a Council Forum shall be tabled at the
next available Council Meeting in the form of an Agenda Item, with the
resulting Staff Recommendation reflecting the Consensus Forum Outcome
arising from the Council Forum.
8.
Council Forums are open to the public, unless the Presiding Member
determines otherwise.
9.
No formal decisions will be made at Council Forums. All outcomes arising
from Council Forums will be by consensus agreement amongst those
Councillors present.
10.
No discussion of any nature will be permitted at Council Forums on any
matter listed for deliberation on the Agenda prepared for the immediately
following Council Meeting.
11.
Elected Members, employees, consultants and other participants in Council
Forums shall disclose their financial interests and other prescribed interest in
matters to be discussed at Council Forums.
ADOPTED: COUNCIL 15 JUNE 2010
REVIEWED: 19 APRIL 2011
1.27 DEALING WITH COMPLAINTS
CONDUCT) REGULATIONS 2007
–
LOCAL
GOVERNMENT
(RULES
OF
Purpose
To support the application of the Local Government (Official Conduct) Amendment Act
2007, sections 5.104 to 5.126, to resolve complaints received from affected persons about
the individual misconduct by local government council members where they do not comply
with the Local Government (Rules of Conduct) Regulations 2007 Parts 1 and 2.
The key matters in the Amendment Act are:
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POLICY MANUAL
(i)
the establishment of a statewide standards panel to deal with complaints about
minor breaches which are to be contraventions of a new code (rules) of conduct
with penalties including public censure, public apology or an order to undertake
training, and;
(ii)
for complaints about serious breaches to be made to the Department of Local
Government and Regional Development for possible referral to the State
Administrative Tribunal (SAT) for determination including similar penalties as
above and stronger penalties of up to six month suspension or up to five years
disqualification.
Scope
1.
This procedure applies to complaints about a Council Member of the Shire of
Gingin arising from an alleged breach of the Local Government (Rules of Conduct)
Regulations 2007.
2.
This procedure applies to complaints against Council Members made by members
of the public, other council members and employees.
Definitions:
(a)
―affected person‖ means the person that is being complained about. (Council
Member).
(b)
―complaints officer‖ means the person who is the complaints officer under
section 5.120 of the Local Government (Official Conduct) Amendment Act
2007. The Executive Manager Corporate Services has been appointed as the
Shire of Gingin‘s Complaints Officer.
(c)
"complainant" refers to the person making the complaint i.e. members of the
public, other council members and employees.
(d)
―complaint‖ – where an individual or group believes that a Council Member
has breached the Local Government (Rules of Conduct) Regulations 2007.
(e)
―minor breach‖ is as stated in section 5.105(1) of the Local Government
(Official Conduct) Amendment Act 2007:
“A council member commits a minor breach if he or she contravenes –
(f)
(a)
a rule of conduct under section 5.104(1); or
(b)
a local law under this Act, contravention of which the regulations specify
to be a minor breach.”
―recurrent breach‖ is as stated in section 5.105(2):
“A minor breach is a recurrent breach if it occurs after the council member
has been found under this Division to have committed 2 or more other minor
breaches.” Generally determined by the Standards Panel.
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(g)
POLICY MANUAL
“serious breach” is as stated in section 5.105(3):
―A council member who commits any offence under a written law, other than
a local law made under this Act, of which it is an element that the offender is
a council member or is a person of a description that specifically includes a
council member commits a serious breach.”
Who can make a Complaint?
Any person may make a formal complaint about a Council Member to the Complaints
Officer for a minor breach of the Local Government (Rules of Conduct) Regulations 2007,
to be assessed by the Complaints Officer and forwarded to the Standards Panel, or in the
case of a serious breach, to be forwarded to the Director General of the Department of
Local Government and Regional Development (DLGRD).
Mediation/Conciliation:Where a local government becomes aware that a person may be considering making a
formal complaint of a minor breach it is suggested that an offer be made for the
complainant and Council Member to participate in a process for resolution of the matter.
However if a formal complaint of a minor breach is received, then the Complaints Officer
must process and forward the complaint to the standards panel.
If an issue is to be mediated then the person to be appointed should have the relevant
skills and experience to undertake the process. It would not be appropriate for the
Complaints Officer, another employee or a Council Member of the local government to be
a mediator.
The key matters in the Official Conduct provisions are:

the establishment of a statewide primary Standards Panel (―the Standards Panel‖)
to deal with complaints about minor breaches which are to be contraventions of
the new code (rules) of conduct with penalties including public censure, public
apology or an order to undertake training; and

for complaints about serious breaches to be sent to the Department of Local
Government and Regional Development (―the Department‖) for possible referral to
the State Administrative Tribunal (―SAT‖) for determination including similar
penalties as above plus stronger penalties of up to six months suspension or up to
five years disqualification as a council member of any local government.
PROCEDURE
Complaints are to be made in writing on the prescribed form (Appendix 1 & 2) and
forwarded to the Chief Executive Officer who will redirect to the Shire‘s Complaints Officer
(Executive Manager Corporate Services) for processing. It is an offence for a complainant
to give false or misleading information (penalty $5,000). Complainants will also need to fill
out Appendix 1A which provides greater detail of the complainant and witnesses (for
internal use only – will not be forwarded to the Council Member).
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POLICY MANUAL
Complaints shall include details of the complainant, details of the affected person, details
of the complaint and any previous interaction with council officers in relation to the
complaint. It is advisable to send photocopies (or PDFs or JPEGS if emailing information)
of any witness statements or documents that would help the complaint to be dealt with, if
available.
The address for the written complaint (Official Conduct Form 1 or 2) is:
Chief Executive Officer
Shire of Gingin
7 Brockman Street
GINGIN WA 6503
Or electronically to:
ceo@gingin.wa.gov.au
The complaints form is also available for download from the Shire‘s internet site:
www.gingin.wa.gov.au
Formal complaint of a minor breach.
1.
The Complaints Officer will assess the complaint upon receipt.
Process
a)
Complaint Form to be:
date stamped on receipt and details entered into a register set up for
this purpose. (Appendix 3) (Note: This register is used for
monitoring the process of assessment and is not to be confused with
the Register required by Legislation for the recording of findings of the
Panel, not allegations.)

checked as to whether it has been properly completed and is dated
and signed.
b)
Acknowledgement of receipt sent to the complainant. (Appendix 5)
c)
A copy of the Complaint to be sent through to the Council Member being
complained about. The Council Member to be advised that he or she may
respond in writing to the Standards Panel to any adverse allegations in the
complaint. (Appendix 7)
d)
The minor breach complaint to be sent to the Standards Panel, along with
any relevant information the complaints officer has in relation to the complaint
within 14 days of having received the complaint.
e)
If a serious breach complaint is received, then it is forwarded to the DirectorGeneral of DLGRD and all parties notified that this has occurred. The
Department will supply copies to all affected parties.
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POLICY MANUAL
3.
Complaints referred to the Standards Panel are to be kept confidential by all
parties.
4.
The Official Conduct provisions provide for sanctions where the Standards Panel
finds that a person has committed a breach.
5.
Where the panel has ruled that a breach has occurred and sanctions applied,
details to be recorded in the Complaints Register set up by the City for this
purpose (Appendix 4). Details from this register of the number of entries and how
complaints were dealt with to be shown in the Annual Report.
6.
Allegations of repeated minor breaches (3 or more) may be treated as a serious
breach and referred by the Standards Panel to the Director General (DLGRD).
Details of Standards Panel:The Chair
Standards Panel
Department of Local Government and Regional Development
GPO Box R1250
PERTH WA 6844
Formal complaint of a serious breach.
A person who has reason to believe that a Council Member has committed a serious
breach may complain to the Director General of the Department of Local Government and
Regional Development.
1.
If it appears to the Complaints Officer that a complaint a person seeks to make
under section 5.107 of the Local Government Act 1995 discloses a serious breach,
the complaints officer is required to provide an ―Official Conduct Form 2‖ to the
complainant (Appendix 2).
2.
It is advisable that the Complaints Officer ensure that the complainant has read or
been made aware of the CAUTIONS set out in the complaints form on the possible
offences that may be committed in relation to a formal complaint.
3.
Form 2 to be forwarded to the Executive Manager Corporate Services for
processing.
a)
Complaint Form to be: date stamped on receipt and details entered into a register set up for this
purpose. (Appendix 3) (Note: This register is used for monitoring the
process of assessment and is not to be confused with the Register required
by Legislation for the recording of findings of the Panel, not allegations.)
 checked as to whether it has been properly completed and is dated and
signed.
b)
Acknowledgement of receipt sent to the complainant (Appendix 6).
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c)
POLICY MANUAL
The complaint to be sent to the Director General of the Department of Local
Government and Regional Development. (Appendix 9)
The Director General
Department of Local Government and Regional Development
GPO Box R1250
PERTH WA 6844
d)
4.
The Council Member the subject of the complaint to be advised that a
Complaint has been submitted to the Director General of the DLGRD. This is
a notification only, it is up to the Director General to send a copy of the
complaint to affected parties. (Appendix 8)
Within 14 days after the Director General receives a serious breach complaint, the
Director General is to give each party a notice in writing:a)
Acknowledging that the complaint is in accordance with the Local
Government Act; and
b)
Advising that the Director General has commenced the process of assessing
the complaint to decide whether to make an allegation of a serious breach to
SAT or if the allegation should be dealt with in a more appropriate way.
5.
After this process is completed, the Director General will make a decision as to
whether the matter will be referred to SAT or dealt with in another way.
6.
If corruption is alleged, the complaint would be referred to the Corruption and
Crime Commission. If a criminal offence under the Criminal Code, the complaint
would be referred to the WA Police Service.
Privacy and Confidentiality
Confidentiality will be observed as far as practicable to the constraints of the various Acts
that relate to Local Government. Complaints referred to the Standards Panel are kept
confidential by all parties and the Standards Panel if the complaint is made during the
campaign period prior to a local government election. Once a finding is made, this will be
recorded in a public register (see below).
It is important that staff are aware of relevant legislation covering issues of privacy and
confidentiality particularly the Privacy Act, Freedom of Information Act, Local Government
Act, and Council‘s Policies and Procedures.
Register
The Complaints Officer will ensure that any finding against a Council Member for minor
breaches is recorded in a register (Appendix 4), available for public inspection. (This is a
separate register to that used for monitoring the process of assessment (Appendix 3)).
It is important to note that this register will record only findings of the Panel, not
allegations.
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POLICY MANUAL
The Register will show:
a)
b)
c)
d)
Name of Council Member
Name of person making complaint
Description of minor breach
Action taken as required by Panel
Details of the number of entries in the register and details of how the complaints were
dealt with will be shown in the Annual Report (s. 5.53).
Carrying out orders (s. 5.118)
This section requires the Chief Executive Officer (CEO) of a local government to publicise
any censure ordered by a standards panel or SAT for a minor or serious breach and report
on any failure of a member to comply with an order. The section also requires the Director
General to advise SAT of any failure of a member to comply with an order for a recurrent
or serious breach.
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Review
A review of the Dealing with Complaints – Local Government (Rules of Conduct)
Regulations 2007 procedure will be conducted yearly at a minimum and occasionally
where feedback warrants addressing specific issues that affect operations and customer
service.
Responsibility for Implementation
The Complaints Officer (Executive Manager Corporate Services) as required by the Local
Government (Official Conduct) Amendment Act 2007.
Appendix 1 Appendix 1A Appendix 2 Appendix 3 Appendix 4 Appendix 5 Appendix 6 Appendix 7 Appendix 8 Appendix 9 -
Complaint of a Minor Breach Form
Complainant Details Form
Complaint of a Serious Breach Form
Register - Monitoring Process of Assessment of Complaint
Complaints Register (s5.121 (1))
Complaint Acknowledgement Letter (Minor Breach)
Complaint Acknowledgement Letter (Serious Breach)
Advice of Complaint of Minor Breach
Advice of Complaint of Serious Breach
Letter to Director General (Serious Breach)
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Complaint Handling Procedures
Complaint Received by
Chief Executive Officer
Complaint Forwarded to
Check Form is correctly
Complaints Officer for
completed and enter into
assessment
processing register
Minor Breach
Serious Breach
Acknowledgement of receipt of
Complaint sent to complainant
Copy of Complaint to be sent to
the affected person
Minor Breach Complaint to be sent to
the Standards Panel within 14 days of
receipt of Complaint.
Complaint to be sent to the Director
General, Department of Local
Government and Regional
Development with all parties notified
this has been done s5.115(2)
Director General to give all parties a
notice in writing within 14 days of
receipt
Director General investigates and will
make a decision as to whether the
matter will be referred to SAT or dealt
with in another way
Standards Panel/Director General to return
finding on Breach to the Shire for recording
into the Complaints Register for minor
breaches (serious breaches are recorded
separately and for office use only)
s5.121 (1)
Council
Members
will
required to adhere to
sanctions as determined
be
the
Approved by the Chief Executive Officer – Shire of Gingin
Signature: ___________________________
Date:______________
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Appendix 1
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Appendix 1A
COMPLAINANT DETAILS FORM
NOTE TO PERSON MAKING THE COMPLAINT This form should be completed, dated and signed by the person making a
complaint of a minor breach or a serious breach, and should be submitted with the complaint when it is given to the
Complaints Officer of the local government concerned (if a minor breach is alleged) or the Director General of the Department
of Local Government and Regional Development (if a serious breach is alleged), so that the Standards Panel or the
Department, as the case requires, can contact the person making the complaint to follow up on and deal with the complaint.
NOTE TO COMPLAINTS OFFICER: The Council member complained about is not entitled to, and must not be sent or provided
with, a copy of this form (or any address or contact details in it) submitted by a person making a complaint.
DETAILS OF PERSON WHO IS MAKING THE COMPLAINT:
Given Name(s):
Family Name:
Address:
Postcode:
Telephone No.(s)
Hm:
(Wk)
(mob)
E-mail Address:
NAME OF THE LOCAL GOVERNMENT (CITY, TOWN, SHIRE) CONCERNED:
NAME OF THE COUNCIL MEMBER/S ALLEGED TO HAVE COMMITTED BREACH:
DATE OF INCIDENT:
WITNESS DETAILS:
If there is/are any person/s who witnessed the alleged breach, and who is/are willing to provide
information, state the name and contact details of each such person.
Given Name(s):
Telephone No.(s)
Family Name:
Hm:
(Wk)
(mob)
E-mail Address:
Given Name(s):
Telephone No.(s)
Family Name:
Hm:
(Wk)
(mob)
E-mail Address:
SIGNED
Complainant / Complaints Officer (Delete as appropriate)
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Appendix 2
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Appendix 3
Monitoring Process of Assessment of Complaint
Date
Received
Complainant’s
Name and
Address
Name of
Affected
Council
Member
File
Ref.
Type
of
Breach
Date Copy
of
Complaint
sent to
Council
Member
Description
of Minor
Serious
Breach
(Alleged)
Date
Forwarded
to
Standards
Panel/
Director
General
(Minor
Breaches
Only)
Outcome
Of Minor
and
Serious
Breaches
(Minor to
be shown
on public
register)
Appendix 4
Complaints Register (s5.121 (1)
Date
Received
Complainant’s
Name and
Address
Name of
Affected
Council
Member
File Ref.
Previous History, if
Any (File Ref.)
Description of
Minor Breach
(Proven – not
Allegations)
Action
Taken
Under
S5.110(6)
(b)(c)
* S5.110 (6)(b) (c) – Ordering 2 of more of the sanctions described in paragraph (b). Paragraph (b) states:
(i)
(ii)
the person against whom the complaint was made be publicly censured as specified in the order;
the person against whom the complaint was made apologises publicly as specified in the order; or
(iii)
the person against whom the complaint was made undertake training as specified in the order.
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Appendix 5
(Date)
(Name)
(Address)
Dear
Complaint Acknowledgement – Minor Breach
I acknowledge receipt of your complaint pertaining to a minor breach in accordance with
Section 5.105 of the Local Government Act 1995 (Act) dated ………………
In accordance with Section 5.110 of the Act your complaint has been forwarded to the duly
appointed member of the Standards Panel established under Section 5.122 of the Act.
If you require any further information please do not hesitate to contact me on 9575 2211.
Thank you for bringing this matter to our attention.
Yours sincerely,
File Ref:
Your Ref:
Enquiries:
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Appendix 6
(Date)
(Name)
(Address)
Dear (Name)
Complaint Acknowledgement – Serious Breach
I acknowledge receipt of your complaint pertaining to a serious breach in accordance with
Section 5.115 of the Local Government Act 1995, (the Act) dated …………………………..
In accordance with Section 5.115 of the Act, this complaint has been forwarded to the
Director General of the Department of Local Government and Regional Development.
As required by legislation, the Director General will, within 14 days after having received a
serious breach complaint, notify you in writing of the process of assessing the complaint.
If you require any further information please do not hesitate to contact me on 9575 2211.
Yours sincerely,
File Ref:
Your Ref:
Enquiries:
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Appendix 7
(Date)
(Name)
(Address)
Dear (Name)
ADVICE OF COMPLAINT OF MINOR BREACH
As required by the Shire‘s management procedure, I advise that a Complaint of Minor
Breach with respect to yourself has been made in accordance with Section 5.105 of the
Local Government Act 1995 (the Act).
In accordance with Section 5.110 of the Act, this complaint has been forwarded to the duly
appointed member of the Standards Panel established under Section 5.122 of the Act.
Please be advised that you have the right to respond, in writing, to the Standards Panel
with respect to the allegations contained in the Complaint. Contact details for the
Standards Panel are as follows:
The Chair
Standards Panel
Department of Local Government and Regional Development
GPO Box R1250
PERTH WA 6844
A copy of the Complaint is enclosed for your information.
Yours faithfully
File Ref:
Your Ref:
Enquiries:
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Appendix 8
(Date)
(Name)
(Address)
Dear (Name)
ADVICE OF COMPLAINT - SERIOUS BREACH
As required by the Shire‘s management procedure, I advise that a Complaint of Serious
Breach with respect to yourself has been made in accordance with Section 5.115 of the
Local Government Act 1995 (the Act).
In accordance with Section 5.115 of the Act, this complaint has been forwarded to the
Director General of the Department of Local Government and Regional Development.
The Director General will, within 14 days after having received a serious breach complaint,
acknowledge whether the complaint is in accordance with the Local Government Act 1995
and may provide a copy of the complaint to you at this time.
Yours faithfully
File Ref:
Your Ref:
Enquiries:
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Appendix 9
(Date)
The Director General
Department of Local Government & Regional Development
GPO Box 1250
PERTH WA 6844
Dear Sir/Madam
COMPLAINT OF SERIOUS BREACH
Please find enclosed a Serious Breach Complaint Form 2 which has been submitted to the
Shire in accordance with Section 5.115 of the Local Government Act 1995.
Your determination with respect to this matter, in due course, would be appreciated.
Should you have any queries, or wish to discuss this matter in further detail, please do not
hesitate to contact the undersigned on 9575 2211.
Yours faithfully
File Ref:
Your Ref:
Enquiries:
ADOPTED: COUNCIL 21 FEBRUARY 2012
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POLICY 1.28
AWARD OF THE TITLE “HONORARY FREEMAN OF THE SHIRE OF GINGIN”
OBJECTIVE
To provide a policy on the awarding of the title ―Honorary Freeman of the Shire of Gingin‖,
including how, why and whom it should be awarded.
POLICY
The Shire of Gingin has historically recognised that, from time to time, members of the
community demonstrate an outstanding commitment and contribution to the Shire and that
this contribution should be appropriately recognised.
This recognition will take the form of the award of the title ―Honorary Freeman of the Shire
of Gingin‖, provided that the relevant circumstances meet the criteria of this policy.
This honour will only be awarded on rare and exceptional occasions. A maximum of four
living persons will be entitled to bear the title of ―Honorary Freeman of the Shire of Gingin‖
at any one time.
Selection Criteria
Residency Eligibility
Nominees should have lived within the Shire of Gingin for a significant number of years
(significant would usually mean at least 20 years) and have had a long and close
association and identification with the Shire.
Service
The nominee should have given extensive and distinguished service to the community that
goes beyond local government service (ie, service to other community organisations and
groups) in a largely voluntary capacity.
The nominee must have made an outstanding contribution to the Shire of Gingin, such that
their contribution can be seen to stand above the contributions made by most other
people.
Outcomes
The nominee‘s community endeavour will have demonstrable benefits to both the
community of the Shire of Gingin and the wider community of WA.
Specific Achievements
The nominee‘s specific achievement/s must be of a nature that would encourage the Shire
to nominate that person for an honour under the Australian honours system.
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Nomination Procedure
Nominations must be made in the strictest confidence, without the nominee‘s knowledge.
Any resident or elector of the Shire of Gingin may initiate a nomination, but each
nomination must be sponsored by an elected member.
Nominations must be made in writing to the Chief Executive Officer (CEO). The
nomination will then be submitted by the CEO as a confidential report for consideration at
an ordinary meeting of Council.
Entitlements
Any person declared an Honorary Freeman of the Shire may designate him/herself
―Honorary Freeman of the Shire of Gingin‖.
The award shall be made at a small ceremony, which may take place at a Council
meeting.
The recipient shall be awarded a plaque and a lapel pin to commemorate the occasion and
shall be included on the invitation list for all subsequent civic events and functions.
Implementation
The Office of the CEO will be responsible for undertaking the commissioning of
commemorative plaques and lapel pins and for ensuring that Honorary Freemen are
invited to civic events and functions.
GOVERNANCE REFERENCES
Statutory Compliance
Industry Compliance
Organisational Compliance
N/A
N/A
N/A
POLICY ADMINISTRATION
Review Cycle
Department
Version
1.
Bi-annual
Office of the CEO
Decision Reference
17/09/2013 – Item 11.1.2
Next Review
2015
Synopsis
Policy adopted.
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POLICY 1.29
COUNCILLORS’ ENTITLEMENTS
OBJECTIVE
To clearly outline the support and allowances available to Councillors within the provisions
of the Local Government Act 1995 (the Act), including cover for any ―out of pocket‖
expenses that are incurred in carrying out their function as an elected member. The policy
also establishes guidelines with respect to the participation of Councillors in conferences
and training.
POLICY
1.
Fees and Allowances
1.1 Presidential and Deputy Presidential
Attendance Fees and ICT Allowances
Allowances,
Annual
Meeting
Meeting fees and allowances for Councillors are determined by the Salaries and
Allowances Tribunal. All local governments in Western Australia fall into one of
four ―bands‖, which then provides a range within which a Council can set fees
and allowances for its Councillors.
Presidential and Deputy Presidential Allowances, Annual Meeting Attendance
Fees and ICT Allowances will be paid within the range set by the Salaries and
Allowances Tribunal from time to time, with the specific amount to be
determined by Council in its annual adopted Budget.
1.2 Stationery Allowance
Local Government Act 1995 s.5.99A
All Councillors, including the Shire President and Deputy Shire President,
receive an annual stationery allowance to be determined by Council in its
annual adopted Budget.
1.3 Payment of Meeting Fees and Allowances:
All meeting fees and allowances are paid quarterly (at the end of the quarter).
2.
Reimbursement of Expenses
2.1 Motor Vehicle Travel Expenses
Local Government Act 1995 s.5.98(2)
In accordance with Regulation 31 of the Local Government (Administration)
Regulations 1996, Councillors will be reimbursed for travel expenses incurred
with respect to the actual cost of travelling from their place of residence to
attend:
a.
An Ordinary or Special meeting of Council;
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b.
A meeting of a Committee of which they are a member (or a deputy
member attending in place of a member);
c.
A Concept or Council Forum;
d.
An Annual or Special meeting of Electors;
e.
Any meeting of a body to which the Councillor has been appointed by
Council, unless the Councillor is eligible to claim reimbursement of travel
costs direct from that body;
f.
A Shire of Gingin civic function* to which Councillors have been invited;
g.
A meeting with the Chief Executive Officer or an Executive Manager at the
officer‘s request; and
h.
Any other meeting, function or event which they have been asked to
attend in their role as Councillor by Council, the Shire President or the
Chief Executive Officer.
The rate of reimbursement will be in accordance with that specified by the Local
Government Industry Award 2010.
Reimbursement will be undertaken quarterly, following the submission of one or
more signed Members‘ Quarterly Travel and Out of Pocket Expenses
reimbursement claim form.
*For the purposes of this Policy, “Civic Function” means an official function
arranged by the Shire of Gingin (ie Annual Australia Day Ceremony).
2.2 Parking Expenses
Local Government Act 1995 s.5.98(2)
Parking expenses associated with any of the attendances referenced in Clause
2.1 will be reimbursed on a quarterly basis, provided that relevant parking
receipts are attached to the signed Members‘ Quarterly Travel and Out of
Pocket Expenses reimbursement claim forms.
2.3 Child Care Expenses
Local Government Act 1995 s.5.98(2)
In accordance with Regulation 31 of the Local Government (Administration)
Regulations 1996, Councillors will be reimbursed for child care costs incurred
as a result of any of the attendances referenced in clause 2.1.
Child care costs will not be paid where the care is provided by a member of the
immediate family or relative living in the same premises as the Councillor.
The Shire of Gingin will reimburse child care costs either at the actual cost per
hour or $20.00 per hour, whichever is the lesser amount. Formal receipts must
be kept and attached to the claim for reimbursement.
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Reimbursement will be undertaken quarterly, following the submission of one or
more signed Members‘ Quarterly Travel and Out of Pocket Expenses
reimbursement claim form.
2.4 Other Expenses
Other reasonable expenses (including accommodation, meals, refreshments
and other appropriate out of pocket expenses) incurred by Councillors in
connection with an attendance as specified in either clause 2.1, clause 4 or
clause 5 may be reimbursed, provided that authorisation has been received
from the Chief Executive Officer prior to the expenditure taking place.
3.
Items to be provided by the Shire to Councillors
3.1 Laptop, Printer and Tablet
Councillors will be issued with a laptop computer, multifunction printer and
tablet at the commencement of each four year term.
a.
The maximum value of each item will be capped as follows:
i.
ii.
iii.
Laptop - $1,000
Printer - $500
Tablet – $1,000
b.
The Shire will purchase and install antivirus software and the Microsoft
Office suite of programs (including Outlook) to laptops. The cost of such
purchase and installation will be charged back to the individual Councillor,
to be met from their annual IT allowance.
c.
The Shire‘s IT Officer will provide reasonable support for Shire-supplied IT
equipment. All requests for assistance are to be directed to the Executive
Manager Corporate and Community Services in the first instance.
d.
Councillors are entitled to utilise their Shire-provided laptop computer,
printer and tablet for both Shire and private purposes (including electoral
campaigning).
e.
All laptops and tablets will be ―changed-over‖ four years after their date of
purchase. Printers will be replaced when they become unserviceable.
3.2 Diary
Councillors will be provided with one hard copy diary per annum, upon request.
3.3 Corporate Apparel
Councillors will be issued with:
a.
one tie or scarf bearing the Shire of Gingin logo; and
b.
one name badge;
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at the commencement of their first four year term, such items to be replaced as
required at the Councillor‘s request.
3.4 Upon Retirement
Local Government Act 1995 s.5.100A
4.
a.
Councillors who retire or are not returned to Council after serving at least
one full four year term will be entitled to retain their laptop computer and/or
printer and/or tablet, in recognition of their service to the community. The
written down value of the equipment gifted to each Councillor shall not
exceed $100 per year of service, to a maximum of $1,000.
b.
All Councillors who retire or are not returned to Council will receive a
framed certificate in recognition of their service to the Shire of Gingin.
Training and Development
Provided that expenditure is within the constraints of the Shire‘s adopted annual
Budget, the Chief Executive Officer is authorised to arrange, at the Shire‘s cost and
at the request of a Councillor, the registration of that Councillor at any:
5.
a.
Training session conducted by WALGA; or
b.
Any other training considered by the Shire President to be directly relevant to
the Shire‘s affairs.
Conferences and Seminars
5.1 Where Accommodation and/or Airfares are not Required
Provided that expenditure is within the constraints of the Shire‘s adopted annual
Budget, the Chief Executive Officer is authorised to arrange, at the Shire‘s cost
and at the request of a Councillor, registration at professional conferences
which:
a.
are considered by the Shire President to be directly relevant to the Shire‘s
affairs; or
b.
are convened by WALGA; and
c.
do not necessitate arrangements for accommodation or airfares.
Registrations of this type will include registration for any applicable conference
dinner, should the Councillor wish to attend same.
5.2 Where Accommodation and/or Airfares are Required
Requests for registration at events requiring the provision of accommodation
and/or airfares will be submitted to Council for consideration.
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5.3 Booking Arrangements Relevant to Clauses 4 and 5
a.
In the event that three or more requests are received to attend the same
opportunity or conference, or the annual Budget allocation is exceeded,
then the matter will be submitted to Council for consideration.
b.
Attendees will provide a report on their attendance at the next Council
meeting following the training or conference.
c.
Any request for attendance at a training opportunity or conference that
falls within the last three months of a Councillor‘s term of office will be
referred to Council for approval. For the purposes of clarity, the date from
which clause c takes effect will be the date on which the training
opportunity or conference commences.
d.
The Shire will not pay for partners and spouses to accompany Councillors
on Council business, other than for attendance at an official conference
dinner. Partners and spouses may accompany Councillors at other times
at their own expense.
GOVERNANCE REFERENCES
Statutory Compliance
Industry Compliance
Organisational Compliance
Local Government (Administration) Regulations 1996, Reg 21(e)
Local Government (Administration) Regulations 1996, Reg 31
Local Government (Administration) Regulations 1996, Reg 34AC
Western Australian Salaries and Allowances Act 1975 – Determination of the Salaries
and Allowances Tribunal on Local Government Elected Council Members June 2013
N/A
Delegation 1.7 – Conferences, Seminars, Training Courses – Expenses of Councillors
POLICY ADMINISTRATION
Review Cycle
Department
Version
1.
Next Review
Bi-annual
Office of the Chief Executive Officer
Decision Reference
20/05/2014 – Item 11.1.1
2016
Synopsis
New policy adopted.
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2.0 ADMINISTRATION
MATTERS RELATING TO STAFF
2.1
SENIOR EMPLOYEES
The Chief Executive Officer and Executive Manager Corporate Services are
designated Senior Employees under Section 5.37 of the Local Government Act
1995.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
2.2
STAFF - NEW AND CASUAL POSITIONS
No new positions are to be created without the express authorisation of Council.
The Chief Executive Officer is authorised to employ casual and part-time staff, as
and when required, provided the appropriate provision for the employment of such
staff is made in the annual budget.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
2.3
GIFTS TO STAFF MEMBERS LEAVING THE EMPLOY OF COUNCIL
Staff leaving after ten years service to receive an Eligible Termination Payment
(ETP) through the payroll system to the value of $500.00 (net), plus $100.00 (net)
for each year served after ten years. The payment is to be grossed up to include
the tax payable.
For staff leaving between five and ten years of service, an ETP payment through
the payroll system shall be of a value less than $500.00 (net), calculated at $50.00
(net) for each year of service. The payment is to be grossed up to include the tax
payable.
For staff leaving before five years of service, an ETP payment through the payroll
system shall be at the discretion of the Chief Executive Officer, but shall be of a
value less than $250.00 (net), calculated at $50.00 (net) for each year of service.
The payment is to be grossed up to include the tax payable.
The above payments are not subject to GST.
ADOPTED: COUNCIL 14 DECEMBER 1995
REVIEWED: 19 APRIL 2011
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2.4
POLICY MANUAL
FUNCTIONS FOR STAFF LEAVING THE SHIRE’S EMPLOYMENT
It is Council‘s policy that a farewell function be provided for staff who have served
ten years or more with the Shire of Gingin.
Where an employee has been with the Shire for almost ten years and is forced to
retire through ill health, the Chief Executive Officer shall place the matter of a
farewell function for that employee before Council for consideration.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
2.5
SUPERANNUATION CONTRIBUTIONS
Superannuation/Membership Classification
Full Member
It requires members to contribute a minimum of 5% of their gross salaries/wages
to the Superannuation Plan and entitles them to avail additional contribution from
their employer in addition to the Award Superannuation Contribution.
Award
Employers are required by law to contribute a certain percentage of their
employees salaries/wages to the Superannuation plan, dependent on the
organisation‘s total salary and wages per annum.
Qualifying Period
Employees are entitled to join the Superannuation plan, both Full Member and
Award, after thirty days (30) of service with the Shire.
Employer‘s Contribution
1.
The Shire of Gingin contributes 9% of the employee‘s gross salary/wage to
the Award Superannuation Plan after thirty days (30) of service. Initial
contributions are to be backdated to the employee‘s commencement date.
The percentage mentioned may be changed from time to time in line with
legislative requirements.
2.
Employees who contribute a minimum of 5% to Full Member Superannuation
Plan avail the Shire of Gingin‘s contribution of 6%.
3.
This Policy does not in any way limit the Shire‘s ability to negotiate alternative
Superannuation arrangements with Contract Employees.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
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2.6
POLICY MANUAL
ACTING CHIEF EXECUTIVE OFFICER
Abolished by resolution of Council 21 January 2014 – Item 11.1.4
See Delegation 1.16 – Appointment of Acting Chief Executive Officer (for Periods
of 35 Days or Less)
2.7
STAFF TELEPHONES
Mobile telephones will be provided to the Chief Executive Officer, Executive
Officers and senior staff, fully paid by Council. Mobile phone is for business use
and limited private use.
Where the Chief Executive Officer, Executive Officers and senior staff reside in a
Council residence and there is a need for a telephone for Council business,
Council will pay for the connection, standard home-line rental and all outgoing
business calls, unless otherwise negotiated with Council.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: COUNCIL 19 APRIL 2011
2.8
USE OF SHIRE VEHICLES
Staff who do not have negotiated private use of a motor vehicle as part of their
Salary Package, when authorised by the Chief Executive Officer, may use Shire
vehicles to travel between Shire offices and their place of residence and on official
Shire business outside normal working hours.
Use of such vehicle during periods of leave is not permitted. Vehicles are to
remain at the Shire Depot during periods of leave, except in exceptional
circumstances when the Chief Executive Officer has approved vehicle usage.
Where approval has been granted by the Chief Executive Officer, staff will pay all
fuel costs during the period of leave.
Officers who have negotiated private use of a motor vehicle as part of their Salary
Package are permitted private use in accordance with the terms and conditions of
their Employment Contract.
Any employee who has negotiated either commuting or private use of a Shire
owned vehicle will maintain the vehicle in a clean, fair and presentable condition
internally and externally. All Officers allocated Shire owned vehicles will ensure
that the vehicle is not damaged, marked or inappropriately used, and will also be
responsible for advising the Shire‘s Plant Mechanic of any scheduled servicing or
mechanical repairs required as soon as practically possible.
The Chief Executive Officer reserves the right to inspect all Shire owned vehicles
issued to authorised officers for commuting or private use for any unfair wear and
tear, markings, damage caused by unreasonable treatment, or unauthorised use.
Excluding legitimate insurance claims, any breaches or neglectful damage noted
by the Chief Executive Officer will be repaired by the Shire and all costs
associated with detailing and returning the vehicle to its full and former condition
will be borne by the relevant authorised officer.
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The Chief Executive Officer reserves the right, where there is sufficient evidence
that a Shire owned vehicle is not being maintained in accordance with this Policy,
to issue a written notice giving seven days to address any breaches. Where an
authorised officer fails to comply with such notice, the Chief Executive Officer may
review the commuting or private use provisions for that officer and suspend or
remove such provisions as deemed necessary.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
AMENDED: 18 SEPTEMBER 2012
2.9
MOTOR DRIVERS AND OTHER WORK REQUIRED LICENCES
Abolished by resolution of Council 18 February 2014 – Item 11.1.1
2.10
LICENSING OF SHIRE VEHICLES/PLANT
All licensed shire vehicles and plant shall bear ―GG‖ registration plates.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
2.11
STAFF UNIFORMS
a.
The Shire of Gingin will contribute an amount, as specified in the Annual
Budget, towards the purchase of staff uniforms and or executive dress to the
satisfaction of the Chief Executive Officer.
b.
Staff shall be eligible for initial uniform subsidy on satisfactory completion of
three months‘ probationary period, or as agreed by the Chief Executive
Officer.
c.
A Corporate name badge is provided for each staff member.
d.
In regard to the general deportment of all staff, the wearing of such items as
jewellery, body piercing, tattoos, hairstyles etc are to be within generally
accepted professional standards and in the event that there is any doubt as
to whether or not this meets the standard, the Chief Executive Officer is to
have absolute discretion to determine what is acceptable in regard to
professional standards.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
2.12
PROTECTIVE CLOTHING
Protective clothing shall be provided to all staff members, the issue of such
clothing being in accordance with the requirements of the relevant Occupation
Safety and Health Legislation and/or Employee Awards.
ADOPTED: COUNCIL 18 MAY 1995
53
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REVIEWED: 19 APRIL 2011
POLICY 2.13
CONFERENCES – STUDY TOURS
OBJECTIVE
To determine the nature and extent of the Council‘s representation by staff at conferences,
study tours, seminars or conventions.
POLICY
1.
State and National Professional Conferences
1.1 The Chief Executive Officer and Senior Employees are encouraged to attend
the annual State conference (if any) relating to their profession.
1.2 The Chief Executive Officer and Senior Employees are encouraged to attend,
biennially, the national conference (if any) relating to their profession.
Note: Where the Officer‘s professional organisation does not convene a State
Conference, the Officer is encouraged to attend the corresponding national
conference on an annual basis.
1.3 Funds for attendance at State and national professional conferences are to be
provided in each annual budget under the provision for staff training.
1.4 The Chief Executive Officer is authorised to approve the attendance of staff at
State and national conferences in accordance with the following guidelines:
2.
a.
Budget authority and funding arrangements are to be considered;
b.
The Chief Executive Officer is to ensure that attendance will be beneficial
to the officer and to the Shire of Gingin; and
c.
The Officer is to provide a report on the issues, outcomes etc of the
conference, with recommendations as appropriate, and the report is to be
presented to Council.
Other Conferences and Study Tours
Provision is to be made in each year‘s Budget for an appropriate sum to cover staff
attendance at other conferences and study tours. The Chief Executive Officer may
approve or refuse staff attendance at other conferences or study tours.
GOVERNANCE REFERENCES
Statutory Compliance
Industry Compliance
Organisational Compliance
N/A
N/A
N/A
54
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POLICY MANUAL
POLICY ADMINISTRATION
Review Cycle
Department
Version
1.
2.
2.14
Next Review
Bi-annual
Office of the Chief Executive Officer
Decision Reference
18/05/1995
20/05/2014 – Item ………..
2016
Synopsis
Policy adopted.
Policy amended by deleting reference to conference attendance by elected
members. Elected member conference attendance now addressed in Policy
1.29 – Councillors‘ Entitlements.
STUDY LEAVE
(a)
Employees may be granted time off with pay and this time should not exceed
four (4) hours per week for:
(i)
(ii)
(b)
attendance at subjects of approved courses, which are only available
during normal working hours;
to sit for the annual examinations of any approved course of study;
subject to the conditions set out in this policy statement.
Approval is conditional, in every case, on:
(i)
the course being undertaken on a part-time basis
(ii)
the employee completing the equivalent of the first full year of the
course
(iii)
the course being relevant to the employee‘s career with the Shire, and
likely to be of substantial value to Local Government
(iv) the employee undertaking an acceptable formal study load in his or her
own time which is to be a minimum formal study load of four hours per
week
(v)
(c)
the employee making good progress with his or her studies.
Employees undertaking examinations arising from studies of subjects
associated with the normal Local Government duties and which, therefore,
are beneficial to the Shire of Gingin and the employee, shall be entitled to be
paid time off for such examinations if during normal working hours.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
2.15
STATUTORY ADVERTISING
Statutory advertisements shall be placed in ―The West Australian‖ newspaper,
and/or Community Newspapers where considered appropriate by the Chief
Executive Officer.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
55
SHIRE OF GINGIN
2.16
POLICY MANUAL
COMMUNITY SERVICES DIRECTORY
Administration shall support the compilation of an annual Community Services
Directory giving details of the services offered by the Shire, ward boundaries and
Councillors, and all the Recreational and other Community Groups registered
within the Shire of Gingin.
ADOPTED: COUNCIL 18 MAY 1995
AMENDED: 20 JANUARY 2004
REVIEWED: 19 APRIL 2011
2.17
DISTRIBUTION OF POLITICAL MATERIAL
No political material from any party may be handed out on Shire Premises, except
where those buildings have been hired for the express purpose of a function by
that candidate.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
2.18
EQUAL OPPORTUNITY ACT
This Shire of Gingin recognises its legal obligations under the Equal Opportunity
Act, 1984, and will actively promote equal employment opportunity based solely on
merit, to ensure that discrimination does not occur on the grounds of gender,
marital status, pregnancy, race, disability, religious, or political convictions.
All employment training with this Shire will be directed towards providing equal
opportunity to all employees provided their relevant experience, skills and ability
meet the minimum requirements for such training.
All promotional policies and opportunities with this Shire will be directed towards
providing equal opportunity to all employees, provided their relevant experience,
skills and ability meet the minimum requirements for such promotion.
All offers of employment within this Shire will be directed towards providing equal
opportunity to prospective employees provided their relevant experience, skills and
ability meet the minimum requirements for engagement.
This Shire will not tolerate harassment within its workplace. Harassment is
defined as any unwelcome, offensive action or remark concerning a person‘s race,
colour, language, ethnicity, political or religious convictions, gender, marital status
or disability.
The equal employment opportunity goals of this Shire are designed to provide an
enjoyable, challenging, involving, harmonious work environment for all employees
where each has the opportunity to progress to the extent of their ability.
A copy of this Policy 2.18 to be provided to all new employees.
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POLICY MANUAL
2.18.1
Promotion of Women in Local Government
Statement of Commitment, Goals and Objectives
A.
B.
Statement of Commitment
1.
We acknowledge that in Local Government women are under
represented both as elected members and as senior members of
administrations and that their increased participation in both of these
arenas should be encouraged.
2.
We agree to review our own policies and practices to ensure that no
discrimination or impediment exists, and will take action to ensure that
barriers to women‘s full participation in Local Government are removed.
3.
We will work to create and support an environment in Local
Government which is harassment-free and that encourages the
expression of and respect for a wide range of views.
Goals
1.
C.
To increase the number of and participation of women in Local
Government so that Councils more clearly represent and/or reflect the
communities they serve, by
a)
increasing the number of women as elected members and
Mayors, and
b)
increasing the number of women as CEO/General Managers,
second and third level managers.
Objectives
1.
To create a Shire and communities where women feel able to fully
participate and share their skills, knowledge and experience.
2.
To work towards an harassment-free, and participative Shire where
opinions and differences are respected.
3.
To develop a climate of understanding among Councillors,
CEOs/General Managers and senior staff of the need for the initiatives
in this Framework and to enlist their support.
4.
Where women choose women-only training and networking, to gain
acceptance and support of their participation in these activities.
ADOPTED: COUNCIL 18 MAY 1995
ITEM 2.18.1 ADDED BY RESOLUTION: 02.0097 7 MAY 2002
REVIEWED: 19 APRIL 2011
57
SHIRE OF GINGIN
2.19
POLICY MANUAL
SMOKING:
(a)
Smoking is prohibited in the following areas or circumstances:


Where there are clear safety considerations including but not limited
to:

Whilst using or handling flammable, volatile or toxic substances

Within storage areas for flammable, combustible or volatile
substances

Within areas displaying signage

Confined spaces such as pits or manholes.
All Shire owned or leased buildings including but not limited to:

Administration buildings, Civic Centre car park, council
chambers, libraries, activity and leisure centres, workshops,
pound, out station buildings, toilets, sheds, stores, heritage
offices, halls and rooftops.

Within 10 metres of an entrance or exit to a building, where
people may need to pass through smoke or where the smoke
could enter the building.

Within 10 metres of any windows or air conditioning intakes.

All Shire of Gingin owned, leased or rented motor vehicles,
passenger vehicles, medium and heavy vehicles, plant and
machinery.

While attending clients, visitors, service users or serving the
public.

During paid work time (Employees and contractors may smoke
in their designated lunch break).

All employees and contractors/consultants that smoke during
their designated lunch break are to consider other people.
When out of doors and the smoke is affecting a person in the
vicinity, the smoker is to move far enough away that the smoke
will not come into contact with others.

If a smoker is asked to extinguish a cigarette or move away
from an area, they will comply with the request.

Members of the public should be discouraged from smoking in
prohibited areas by means such as ―No Smoking‖ signs, and if
necessary be informed of the Shire‘s policy and request them
not to smoke.
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POLICY MANUAL
(b)
The Shire of Gingin support the introduction of appropriate education
programmes to assist smokers in ceasing smoking and also disseminating
information on the health affects of smoking.
(c)
All levels of staff will actively support this policy.
(d)
Suitable and sufficient signs will be provided throughout all buildings and
other designated non-smoking areas.
ALCOHOL OR OTHER DRUGS
Employees must not consume or have in their possession any unauthorized alcohol
or illicit drugs during working hours. If testing is indicated and required by the Chief
Executive Officer, Manager or the staff supervising officer it will be performed by an
approved Medical Practitioner and comply with the relevant Australian Standards.
For Cause Testing
Testing may be required to confirm or rule out the presence of alcohol or drugs in
the following circumstances:
Following accidents or incidents;

Following a high potential near miss incident;

Where an individual‘s erratic, unusual or dangerous behaviour raises concern
that the employee may be under the influence of alcohol or other drugs;

Upon the request of any other person in the work place who has reasonable
grounds to believe that an individual may be affected by non-authorised
alcohol consumption or other drugs, and where the Manager/Supervisor also
believes that this may be the case;

If any evidence is found of possible alcohol or other drug use at work (e.g.
drug paraphernalia, alcohol containers on work sites or in vehicles) and a
Manager or Supervisor can identify with reasonable certainty those who may
have been involved; and

As a component of a Return to Work Plan where an employee has previously
tested positive.
The testing will be at the cost of the Shire of Gingin unless the result of the test is
positive. The employee will be responsible for the cost of a positive test. In the
event that the employee is found to be unfit to perform their duties, the employee
will be required to use accrued entitlement to leave or unpaid leave for all related
absences from work including the day of assessment.
A positive alcohol test will be a blood alcohol content of 0.05g/100ml or more.
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POLICY MANUAL
A test result which reveals a drug concentration higher than the cut-off levels
referred to in the current version of AS4308 is deemed to be a positive result.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
POLICY 2.20
CORPORATE CREDIT CARDS
OBJECTIVE
To clearly specify which members of staff are authorised to hold and operate Shire of
Gingin corporate credit cards, the limits applicable to each of those members of staff and
the internal controls relating to the use of corporate credit cards.
POLICY
The Shire of Gingin operates a corporate credit card for use by Executive Officers for Shire
business. The following credit limits are applicable:
Chief Executive Officer
Executive Manager Corporate and Community Services
Executive Manager Operations
Executive Manager Regulatory Services
$10,000
$ 5,000
$ 5,000
$ 5,000
The use of all corporate credit cards is subject to the following controls:
1.
Corporate credit cards may not be used to obtain a cash advance.
2.
The loss or misplacing of a corporate credit card must be reported to the Executive
Manager Corporate and Community Services immediately.
3.
All corporate credit cards must be returned to the Executive Manager Corporate and
Community Services upon notification of termination of employment, or resignation
from the employ of the Shire of Gingin.
4.
Corporate credit cards are to be utilised for the purchase of goods and services on
behalf of the Shire of Gingin only and may not be used for personal expenditure.
5.
Card holders are required to retain all documentation, including tax invoices, for the
purpose of reconciling to the bank statement.
GOVERNANCE REFERENCES
Statutory Compliance
Industry Compliance
Organisational Compliance
N/A
N/A
N/A
POLICY ADMINISTRATION
Review Cycle
Department
Bi-annual
Financial Services
Next Review
2015
60
SHIRE OF GINGIN
POLICY MANUAL
Version
1.
2.
18/05/1995
21/05/2013
3.
18/02/2014 – Item 11.1.3
2.21
Decision Reference
Synopsis
Policy adopted
Amended – CEO‘s limit increased to
$10,000 and EMFS, EMPES and
EMRS added. Previous policy title
―Mastercards‖ changed.
Conditions of use 1-5 incorporated
into policy. Position titles updated.
SEVERANCE PAY
SECTION 5.50 OF THE LOCAL GOVERNMENT ACT
(a)
The purpose of this Policy is to set down the maximum severance payable to
terminating employees for the purpose of section 5.50 (1) of the Local
Government Act (the ―Act‖). Note however these severance payments may
be exceeded at the discretion of Council subject to any maximum amount
prescribed or provided for by regulations in accordance with section 5.50 (3).‖
(b)
A terminating employee is entitled to severance pay and benefits in
accordance with:
(i)
Any federal or state award or industrial agreement applicable to that
employee
(ii)
Any applicable provisions within the employee‘s contract of employment
(iii)
Any applicable award or order made by a federal or state industrial
tribunal arising from the circumstances of that employee being
specifically brought before that tribunal, subject to any right of appeal
(iv) Where Council so agrees, any recommendation made by a Federal or
State Industrial Commissioner arising from the circumstances of that
employee being specifically brought before that Commissioner.
(c)
Where a dismissed employee has taken, or is proposing to take, litigation for
alleged unfair dismissal, Council may decide to settle to avoid expensive
litigation.
Matters to be taken into consideration by Council as to whether it will seek a
settlement and, if so, the extent of any financial offers, may include:






the strength of the respective cases in any litigation
the cost of legal advocacy and support
the cost of witnesses
the cost of travel and accommodation in running the case
the cost of having staff tied up in the preparation and hearing of the
case
the disruption to operations.
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SHIRE OF GINGIN
(d)
POLICY MANUAL
Redundancy
Redundancy benefits shall be made pursuant to the Shire of Gingin‘s
Redundancy Policy. This does not preclude the Shire from agreeing to a
higher severance benefit where clauses (a) or (b) above apply.
Redundancy benefits are:
(i)
A maximum period of notice possible but in any event no less than 4
weeks or payment in lieu of notice to a maximum of 4 weeks.
(ii)
(iii)
Payment of 2 weeks pay.
Plus 2 weeks pay for each completed year of service with the local
government.
(iv) The maximum payable under (ii) and (iii) shall be 26 weeks pay.
(v)
Where an employee has been employed with the Local Government for
a minimum of 5 years, pro rata long service leave shall be provided if
the employee is not otherwise entitled to pro rata long service leave
under the Local Government Long Service Leave Regulations.
(vi) All other pro rata entitlements payable under the appropriate award or
agreement to a terminating employee.
(vii) Where the employee was originally engaged from a distant location,
reasonable relocation assistance may be provided to the place of
engagement or another place (at a cost no more than relocation to
original point of hire). Relocation assistance will be at Council‘s
discretion and considered according to circumstances.
(viii) Where the circumstances of a retrenched employee are such that it will
be extremely difficult for that employee to find another job, Council may
exercise its discretion to provide additional benefits to such employees.
In this event details of the total redundancy package for such an
employee shall be published in accordance with Section 5.50 (2) of the
Act.
Council may decide to settle in a situation where an employee, due to
illness or impairment is unable to perform his/her job and there has
been mutual agreement that employment must end.
Matters to be taken into consideration by Council in determining the
extent of any financial offers may include:




the length of service
the conscientiousness of the employee over the past employment
the value of the employee‘s service having regard to position(s)
held and the regard given by Council to the employee‘s
contribution
the length of time to retirement
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POLICY MANUAL


the personal circumstances of the employee including family
responsibility, future employment prospects and alternative
sources of income
possible exposure to litigation if the employee was dismissed
having regard to obligations of the Shire under the State Equal
Opportunity Act, the Commonwealth Disability Discrimination Act
and the Commonwealth Workplace Relations Act.
(e)
The term ―weeks pay‖ means the normal weekly salary or wage payable to
the employee including any penalty rates normally paid but excluding
overtime or intermittent payments. The term also includes salary or wages
specifically sacrificed for additional non-award benefits but does not include
the value of any non-award benefit normally provided for the employee‘s
position (such as a vehicle in the case of a senior position, the normal
superannuation provided to all employees etc).
(f)
Nothing in this Policy prevents Council from determining that in special
circumstances, terminating employees may be paid additional monies or
provided additional benefits where justified. If Council so determines, details
of the severance pay and benefits shall be published in accordance with
section 5.50 (2) of the Act.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
2.22
REDUNDANCY
(a)
Background
The need for a pro-forma redundancy policy arises because of changes and
challenges faced by Local Government:
(b)
(i)
―Hilmer‖, the National Competition Policy, accountability for delivery,
cost efficient services demanded by electors, competitive tendering and
contracting-out.
(ii)
New trends in WA Local Government requiring a re-evaluation of
existing structures and services, and ways and means of reacting to
demands from the State Government and the electors.
(iii)
The possibility of future amalgamations of local governments, splits of
existing large Local Governments and changes in boundaries.
Commission TCR Standard
The Commission‘s standard award minimum is the so-called ―TCR‖ standard
arising from the Full Bench Termination, Change and Redundancy
Decisions. Some organisations have recently chosen to apply higher
benefits, which have been included in some enterprise agreements.
Nevertheless the appropriate award provisions will continue to apply and this
policy is to be read in conjunction with the provisions of the Local
Government Industry Award 2010.
.
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SHIRE OF GINGIN
(c)
POLICY MANUAL
Consultation
The Local Government will consult employees likely to be affected by any
proposed change as to the need for and/or reason for the change and no
definite decision will be made until this process has been followed.
Where an employer has made a definite decision that the employer no longer
wishes the job the employee has been doing to be done by anyone, and this
is not due to the ordinary and customary turnover of labour and that decision
may lead to the termination of employment, the employer shall hold
discussions with the employees directly affected and with their union or
unions.
The discussions shall take place as soon as is practicable after the employer
has made a definite to terminate the position, and cover, inter alia, any
reasons for the proposed terminations, measures to avoid or minimise the
terminations and measures to mitigate any adverse effects of any
terminations on the employees concerned.
For the purposes of the discussion the employer shall as soon as practicable
provide in writing to the employees concerned and their Union(s), all relevant
information about the proposed terminations including the reasons for the
proposed terminations, the number and categories of employees likely to be
affected and the number of workers normally employed and the period over
which terminations are likely to be carried out.
Provided that any employer shall not be required to disclose confidential
information, the disclosure of which would be inimical to the employer‘s
interest(s).
(d)
(e)
Transfers within the Organisation
(i)
Wherever possible and practical, appropriate employees should be
offered a transfer to other positions within the enterprise and also
offered the necessary and reasonable training to effect a successful
transition.
(ii)
Where an employee is transferred to other duties for the purpose of
avoiding retrenchment and those duties attract lesser rate of pay than
the incumbents previous position, the Local Government will make up
the difference between the two rates of pay for a period of twelve
months (or 2 years in the case of employees covered by clause 6
below). After this time, the lesser rate will apply.
Service Benefits
Where a position has been made redundant and a suitable transfer has not
been possible, an employee may be retrenched on the following basis:
(i)
A maximum period of notice possible but in any event no less than 4
weeks or payment in lieu of notice to a maximum of 4 weeks;
(ii)
Payment of 2 weeks pay;
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POLICY MANUAL
(iii)
Plus 2 weeks pay for each completed year of service with the Local
Government;
(iv) The maximum payable under (i) and (iii) shall be 26 weeks pay
provided that the severance payments shall not exceed the amount
which the employee would have earned if employment with the
employer had proceeded to the employee‘s normal retirement date;
(v) Where an employee has been employed with the Local Government for
a minimum of 5 years, pro rata long service leave shall be provided if
the employee is not otherwise entitled to pro rata long service leave
under the Local Government Long Service Leave Regulations;
(vi) All other pro rata entitlements payable under the appropriate award or
agreement to a terminating employee will be paid;
(vii) During the notice period the employee shall be allowed reasonable time
off from the job without loss of pay to attend employment interviews or
other similar activities to assist the employee find employment.
(viii) Where the employee was originally engaged from a distant location,
reasonable relocation assistance may be provided to the place of
engagement or another place (at a cost no more than relocation to
original point of hire). Relocation assistance will be at Council‘s
discretion and considered according to circumstances;
(ix) Where the circumstances of a retrenched employee are such that it will
be extremely difficult for that employee to find another job, Council may
exercise its discretion to provide additional benefits to such employees.
In this event, details of the total redundancy package for such an
employee shall be published in accordance with section 5.50 (2) of the
Local Government Act, 1995.
(x)
(f)
The term ―weeks pay‖ means the normal weekly salary or wage payable
to the employee including any penalty rates normally paid but excluding
overtime or intermittent payments. The term also includes salary or
wages specifically sacrificed for additional non-award benefits but does
not include the value of any non-award benefit normally provided for the
employee‘s position (such as a vehicle in the case of a senior position,
the normal superannuation contribution provided to all employees etc.)
Local Government Boundary Changes, Amalgamations and Break-Ups
(i)
Where a restructuring of Local Government boundaries (such as a
break up of a Local Government or an amalgamation of Local
Governments) results in a surplus of employees, Schedule 2.1 clause
11 (4) of the Local Government Act, 1995 provides for two years
guaranteed employment except where employer and employee are able
to agree to a mutually acceptable severance package.
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POLICY MANUAL
(ii)
Clauses (c) and (e) above will apply. If a transfer is arranged, the ―no
reduction‖ provision in clause (e) (ii) will apply for two years.
(iii)
Where a transfer is not possible, retrenchment will be offered on the
basis of clause (e) above. Additional benefits may be offered in
accordance with clause (e) (ix) in an endeavour to reach a mutually
acceptable severance package.
(iv) If agreement on a severance package is not possible, the employee will
be offered work for two years on conditions no less favourable than the
existing contract of employment.
(v)
At any time during the two years additional employment the Local
Government and employee may re-open negotiations in an endeavour
to reach agreement on a mutually acceptable severance package.
(vi) Where an employee remains in employment for two years pursuant to
schedule 2.1 of the Local Government Act, 1995 and is then made
redundant, there will be no entitlement to the redundancy benefits
provided in Clause (e). Redundancy benefits in accordance with the
appropriate award will still apply.
(g)
(h)
Counselling
(i)
Counselling by a professional counselling service shall be available for
any employee who has been or is to be retrenched.
(ii)
In appropriate circumstances an outplacement service may also be
offered. In this event no payment in lieu of such service will be made.
Termination During Notice
An employee who has been given notice of retrenchment in accordance with
clause (e) may terminate during the period of notice and shall be entitled to
the same benefits and payments as if he/she had remained until the expiry of
the notice. Provided that in such circumstances, the employee shall not be
entitled to payments in lieu of notice.
(i)
Alternative Work
(i)
Should the Local Government have made suitable arrangements for
alternative employment and the employee is not consequently unduly
prejudiced, the additional benefits over and above the appropriate
award arising from this Policy shall not apply.
(ii)
In addition the Local Government may make application to the
Commission to have the award severance pay prescription varied in the
case of such an employee according to the particular circumstances.
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SHIRE OF GINGIN
(j)
POLICY MANUAL
Exclusions
(i)
Benefits provided under this Policy which go beyond the appropriate
award shall not apply where employment is terminated as a
consequence of conduct that justifies instant dismissal, including
malingering, inefficiency or neglect of duty.
(ii)
This Policy does not apply in the case of casual or temporary
employees who were engaged for a specific time period or for a specific
reason or specific task, project or program.
(iii)
This Policy also does not apply to an employee engaged on a fixed
term contract where the term of the contract expires.
ADOPTED: COUNCIL 18 OCTOBER 1997
REVIEWED: 19 APRIL 2011
2.23
OCCUPATIONAL SAFETY & HEALTH POLICY
The Shire of Gingin regards the promotion of sound and effective Occupational
Safety and Health practices as a common objective for the CEO, Managers,
Supervisors, Employees and Contractors.
The Policy of the Shire of Gingin is to ensure that every employee works in an
environment where direct efforts are made to prevent accidents, injury and
disruption to employees‘ health from foreseeable work hazards.
The Shire of Gingin acknowledges a duty to achieve their objectives by:





Providing and maintaining a safe working environment.
Providing adequate training and instruction to enable employees to
perform their work safely and effectively.
Investigating all actual and potentially injurious occurrences in order to
eliminate the cause, and reduce the level of risk.
Conforming with current legislation, regulations, codes of practice, and
appropriate national standards; and
Continuously improve the standard of occupational safety and health
for all employees.
Employees have a duty of co-operation in the attainment of these objectives by:




Working with care for their own safety and that of other employees,
contractors and public who may be affected by their acts or omissions.
Reporting conditions which appear to be unsafe to their supervisor.
Co-operating in the fulfilment of the obligations placed on their
employer.
Assisting in the investigation and the reporting of any accidents with the
objective of introducing measures to prevent re-occurrence.
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The Shire of Gingin will provide the time and resources necessary to implement this
Policy and maintain regular reviews to ensure this Policy remains relevant to all
stakeholders.
The responsibility for implementing the policy rests with the Chief Executive Officer.
The Principal Environmental Health Officer is assigned the authority to act as the
Safety Co-ordinator and is responsible for initiating and driving all Safety and Health
strategies on behalf of the Chief Executive Officer.
ADOPTED: COUNCIL 18 DECEMBER 1997
REVIEWED: 19 APRIL 2011
2.24
STAFF HOUSING AND MAINTENANCE OF THE PROPERTY
Accommodation may be provided for staff, as determined by the Chief Executive
Officer, in consultation with the Shire President.
Such determination will be subject to the availability of suitable Shire owned
housing.
Staff who have been allocated a Shire owned house will be required to water the
lawns and gardens. The front and rear yards are to be mowed as required so that
they are neat and tidy and of a reasonable standard. The front and rear yards must
be free of disused material and accumulated rubbish.
The Shire will present a Shire house to any new occupant in a clean, fair and
reasonable condition internally and externally. All occupiers allocated Shire owned
housing will maintain the house I a clean, fair and reasonable state internally and
externally, ensuring that the house is not damaged, marked, altered and
inappropriately ventilated. Occupiers will also be responsible for the care and
maintenance of all fixtures, fittings and chattels which accompany the house from
the time they occupy to the time they vacate the house.
The Shire reserves the right to review all Shire owned housing at least annually
and more frequently as deemed necessary by the Chief Executive Officer. Any
unfair wear and tear, damage, markings, unauthorised alterations and damage
caused by inadequate ventilation (ie mould build-up, obnoxious odours etc) will be
repaired by the Shire and all costs associated with returning the house to its full
and former condition will be borne by the occupant (staff member).
Where there is sufficient evidence that a Shire house is not being maintained in
accordance with this Policy, Council reserves the right to review the ‗subsidised
weekly rental‘ paid by the occupant (staff member), giving 14 days written notice of
any increase as deemed necessary by the Chief Executive Officer.
ADOPTED: COUNCIL 17 APRIL 1997
REVIEWED 19 APRIL 2011
AMENDED: 17 JULY 2012
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SHIRE OF GINGIN
2.25
POLICY MANUAL
PART PAY OUT OF ACCRUED SICK LEAVE IN CERTAIN CIRCUMSTANCES
(a)
An employee, with five or more years service with the Shire, whose position
becomes redundant and who as a result, receives a bona fide redundancy
payment/settlement from the Shire, shall be entitled to, in addition to the
redundancy payment/settlement, a payment equal to the cash equivalent of
one half (½) of the unused portion of sick leave accrued for that period of
time he/she was an employee of the Shire of Gingin.
(b)
An employee, with five or more years service with the Shire, who has
reached the age of fifty five (55) years and who retires from the Shire and
such retirement is a bona fide retirement from working life, shall be entitled to
a payment equal to the cash equivalent of one half (½) of the unused portion
of sick leave accrued for that period of time he/she was an employee of the
Shire of Gingin.
ADOPTED: COUNCIL 18 APRIL 1998
REVIEWED: 19 APRIL 2011
POLICY 2.26
LOSS OF DRIVER’S LICENCE (SHIRE OF GINGIN EMPLOYEES)
OBJECTIVE
To outline the possible outcomes if an employee loses their driver‘s licence or if their
driver‘s licence lapses (or is invalidated) and such licence is needed in order for the
employee to satisfactorily perform their duties.
“loss of licence” for the purpose of this policy shall include lapse, cancellation, failure to
renew, non-issue of renewal, suspension and cancellation.
POLICY
It is essential that employees maintain certain skills and qualifications in order to
satisfactorily undertake their duties.
The need for a valid driver‘s licence is one such qualification that is needed in many
positions. In the event that an employee loses their driver‘s licence, then their ability to
perform their duties may be negatively impacted.
The following will apply in all instances of loss of licence by an employee of the Shire of
Gingin:
1.
Employees are required to notify their supervisor/manager of their loss of licence at
the earliest possible opportunity.
2.
Any employee who does not hold a valid driver‘s licence must not operate any Shire
of Gingin vehicle. Operation of a vehicle without a valid driver‘s licence is a violation
of the law and has the potential to invalidate the Shire‘s vehicle insurance policy.
Employees found to be operating Shire vehicles without a valid driver‘s licence will
be subject to disciplinary action.
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SHIRE OF GINGIN
3.
POLICY MANUAL
Where an employee‘s position requires that they hold a valid licence and that
employee loses their licence, then the employee‘s immediate Supervisor and
Divisional Manager, together with the Chief Executive Officer, shall formulate a
strategy to deal with the situation based on the individual merits of the case.
Factors that shall be taken into account include:





The extent to which the employee is required to use the Shire‘s vehicles in
performing the functions of their role;
The reasons for loss of licence;
Whether alternative duties/suitable vacancies are available;
The employee‘s length of service, work performance and behaviour record; and
The length of time before the employee will gain an extraordinary licence or
regain their driver‘s licence.
4.
The Chief Executive Officer shall be responsible for making the final decision as to
whether employment shall continue.
5.
The employee must be advised of their right to appeal any decision through the
appropriate dispute resolution process.
6.
In the event that an employee‘s services are terminated, then that person may
reapply for employment, should a suitable vacancy be advertised, once they have
regained their licence.
7.
In the event that an employee is redeployed to an alternative position, then such
redeployment shall be in effect only until the employee‘s licence is reinstated.
However, the Shire may choose to have the employee remain in the alternative
position if it is believed that the employee will re-offend during work hours and
compromise the Shire‘s duty of care to the community.
8.
Any employee redeployed to an alternative position following a loss of licence shall
receive the relevant rate of pay under their Award for the alternative position for so
long as they are incumbent therein.
9.
In keeping with the Shire‘s duty of care to the community, employees who have
previously lost their licence due to a drink/drug driving charge may be required, at the
discretion of the Chief Executive Officer, to undergo a breath test before and after the
use of a Shire vehicle.
Alcoholism/Substance Abuse
In instances where an employee loses their licence due to a drink or drug driving charge,
attempts must be made to ascertain whether or not the employee has an underlying
behavioural problem.
It is recognised that alcoholism and drug abuse are illnesses which cause socio-economic
problems for individuals and the community as a whole. People who suffer from
alcoholism or drug addiction require treatment, support and counselling to overcome their
addiction.
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POLICY MANUAL
Employees who believe that the loss of their licence is the result of a problem with alcohol
or other substance abuse may be assisted by the Shire to access rehabilitation and
counselling. The provision of any assistance of this type is at the complete and total
discretion of the Chief Executive Officer.
No employee will be forced to participate in a rehabilitation programme against their will.
However, where a substance abuse problem exists, willingness to admit the problem and
address the underlying issues may result in more favourable consideration by the Shire
with respect to supporting the employee through the transitional period of recovery.
APPLICATION OF POLICY
This policy applies to all employees of the Shire of Gingin. All employees must read this
policy and be familiar with its contents prior to operating any Shire of Gingin vehicle.
VARIATION TO POLICY
This policy may be varied from time to time at the discretion of the Chief Executive Officer.
GOVERNANCE REFERENCES
Statutory Compliance
Industry Compliance
Organisational Compliance
N/A
N/A
N/A
POLICY ADMINISTRATION
Review Cycle
Department
Version
1.
Next Review
Bi-Annual
2015
Office of the Chief Executive Officer – Human Resources
Decision Reference
16/07/2013 - Item 11.1.1
Synopsis
New policy adopted.
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POLICY MANUAL
3.0 MATTERS RELATING TO FINANCE
POLICY 3.1
CHEQUE/ELECTRONIC FUND TRANSFERS SIGNING LIMITS
OBJECTIVE
To clearly specify the signing protocols for Shire of Gingin cheques and electronic fund
transfers.
POLICY
Cheques/electronic fund transfers up to the value of $200,000 are to be jointly signed by
the Chief Executive Officer and the Executive Manager Corporate and Community
Services. In the absence of either or both officers, any combination of the following shall
be substituted:




Chief Executive Officer;
Executive Manager Corporate and Community Services;
Executive Manager Regulatory Services;
Executive Manager Operations.
In the event that it is not possible to obtain the signatures of two of the above officers, then
the signatures of a Councillor or Councillors shall be substituted to satisfy the normal
collusionary signatory requirements.
Cheques/electronic fund transfers in excess of $200,000 are to be signed by the Shire
President or in his/her absence the Deputy Shire President or a Councillor and
countersigned by the Chief Executive Officer.
GOVERNANCE REFERENCES
Statutory Compliance
Industry Compliance
Organisational Compliance
Local Government (Financial Management) Regulations 1996 – Reg 11(1)(a)
Nil
Nil
POLICY ADMINISTRATION
Review Cycle
Department
Bi-annual
Financial Services
Version
1.
2.
3.
Decision Reference
18/02/2003 - Item 10.2.2
20/01/2004 – Item 10.2.2
20/01/2009 - Item 11.2.4
4.
5.
6.
7.
03/08/2010 – Item 11.1.1
19/04/2011 – Item 11.2.2
16/08/2011 - Item 11.2.2
16/04/2013 – Item 11.1.3
8.
SM04/07/2013 – Item 7.1
Next Review
2015
Synopsis
Senior Finance Officer authorised as signatory.
New policy adopted.
Policy Manual reviewed – 3.1 amended to authorise additional staff to
sign cheques if required.
Amended to authorise additional staff to sign if required.
Policy Manual reviewed – no change to 3.1
Policy Manual reviewed – no change to 3.1
Policy amended to reflect new positions created as a result of
organisational restructure.
Policy amended to reflect change in position names occurring as a
result of further organisation restructuring.
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SHIRE OF GINGIN
POLICY MANUAL
POLICY 3.2
INVESTMENTS
OBJECTIVE
The objective of the Investment Policy is to invest the Shire of Gingin‘s surplus funds with
consideration of risk and at the most favourable rate of interest available to it at the time,
for that investment type, and having regard for the local banks, while ensuring that its
liquidity requirements are being met.
POLICY
Whilst exercising the power to invest, consideration is to be given to the preservation of
capital, liquidity and the return on investment.

Preservation of capital is the principal objective of the investment portfolio.
Investments are to be performed in a manner that seeks to ensure security and
safeguarding the investment portfolio. This includes management of credit and
interest risk within identified thresholds and parameters.

The investment portfolio will ensure there is sufficient liquidity to meet all reasonably
anticipated cash-flow requirements, as and when they fall due, without incurring
significant costs due to the unanticipated sale of an investment.
The investment is expected to achieve a predetermined market average rate of return that
takes into account the Shire‘s risk tolerance. Any additional return target set by Council will
also consider the risk limitation and prudent investment principles.
Legislative Requirements
All investments are to comply with the following:

Local Government Act, 1995 (as amended) – Section 6.14;

Trustees Act, 1962 – Part III Investments;

Local Government (Financial Management) Regulations 1996 – Regulation 19,
Regulation 19C, Regulation 28 and Regulation 49; and

Australian Accounting Standards.
Delegation of Authority
Authority for implementation of the Investment Policy is delegated by Council to the Chief
Executive Officer (CEO) in accordance with the Local Government Act 1995. The CEO
may, in turn, delegate the day-to-day management of the Shire‘s investments to senior
staff, subject to regular reviews.
Prudent Person Standard
The investment will be managed with the care, diligence and skill that a prudent person
would exercise. Officers are to manage the investment portfolio to safeguard the portfolio in
accordance with the spirit of this Investment Policy and not for speculative purposes.
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POLICY MANUAL
Ethics and Conflicts of Interest
Officers shall refrain from personal activities that would conflict with the proper execution
and management of Shire‘s investment portfolio. This policy requires Officers to disclose
any conflict of interest to the CEO.
Approved Investments
Without approval from Council, investments are limited to:

State/Commonwealth Government Bonds with a term of maturity not exceeding three
years;
Fixed term deposits placed with an authorised institution* for a term not exceeding 12
months; and
Interest-bearing deposits placed with an authorised institution;


Prohibited Investments
This Investment Policy prohibits any investment carried out for speculative purposes
including:
 Derivative-based instruments;
 Principal-only investments or securities that provide potentially nil or negative cash
flow; and
 Stand-alone securities issued that have underlying futures, options, forwards contracts
and swaps of any kind.
This policy also prohibits the use of leveraging (borrowing to invest) of an investment.
In accordance with the Local Government (Financial Management) Regulations 1996 Reg
19C, this policy also prohibits the following:





Deposits with any institution other than an authorised institution*;
Deposits for a fixed term of more than 12 months;
Investment in bonds that are not guaranteed by the Commonwealth Government, or a
State or Territory government;
Investment in bonds with a term to maturity of more than three years; and
Investment in a foreign currency.
*Authorised institution as defined in the Banking Act 1959 (Commonwealth), section 5.
Risk Management Guidelines
Investments obtained are to comply with three key criteria relating to:
a)
b)
c)
Portfolio Credit Framework: limit overall credit exposure of the portfolio;
Counterparty
Credit
Framework:
limit
exposure
to
counterparties/institutions; and
Term to maturity Framework: limits based upon maturity of securities.
individual
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SHIRE OF GINGIN
a)
POLICY MANUAL
Overall Portfolio Limits
To control the credit quality on the entire portfolio, the following credit framework limits
the percentage of the portfolio exposed to any particular credit rating category.
S&P LongTerm
Rating
AAA
b)
S&P Short-term
Rating
Direct Investment
Maximum %
A-1+
100%
AA
A-1
100%
A
A-2
100%
Counterparty Credit Framework
The Shire of Gingin will invest funds with authorised financial institutions that provide
a service to the local community by establishing branches or agencies in the Shire of
Gingin. Such institutions must maintain a minimum Standard and Poors rating of A
for short term investments.
c)
Term to Maturity Framework
The investment portfolio is to be invested within the following maturity constraints:
Overall Portfolio Term to Maturity Limits
Portfolio % < 1 year
100% Maximum, 40% Minimum
Portfolio % 1-3 years
60%
Performance
Performance benchmarks will be as follows:
Investment
Performance Benchmark
Cash
Cash Rate
Enhanced/Direct Investments
UBSWA Bank Bill
Diversified Funds
CPI + appropriate margin
over rolling 3 year periods
(Depending on composition of
fund)
Report and Review
A monthly report will be provided to Council in support of the monthly statement of activity.
The report will detail the investment portfolio in terms of performance, percentage exposure
of total portfolio, maturity date and changes in market value. This Investment Policy will be
reviewed at least once a year or as required in the event of legislative changes.
Documentary evidence must be held for each investment and details thereof maintained in
an Investment Register.
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SHIRE OF GINGIN
POLICY MANUAL
Certificates must be obtained from the financial institutions confirming the amounts of
investments held on the Shire‘s behalf as at 30 June each year and reconciled to the
Investment Register.
GOVERNANCE REFERENCES
Statutory Compliance
Industry Compliance
Organisational Compliance
Local Government (Financial Management) Regulations 1996
Department of Local Government Guidelines No 19 – Investment Policy
N/A
POLICY ADMINISTRATION
Review Cycle
Department
Version
1.
2.
3.3
Annual
Financial Services
Next Review
Decision Reference
1 April 2008 - Item 11.2.2
18 June 2013 – Item 11.2.2
2014
Synopsis
Policy adopted.
Policy
amended
to
reflect
amendments to Local Government
(Financial Management) Regulations
1996.
DONATIONS
All donation requests are to be published in the Information Bulletin. Any
Councillor(s) who consider that any further action should be taken, shall bring the
matter to Council‘s attention by way of ―Elected Members‘ Motions of which
previous notice has been given‖ or ―New business of an urgent nature introduced
by decision of meeting‖. Further, an allocation shall be included in each year‘s
budget to meet any request which is considered worthy by Council. Staff to bring
matters of special consideration to Council‘s attention.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
3.4
DEBT COLLECTION
Debt Collection procedures will be as follows:
Rates:
(a)
First Notice – Due date for payment 35 days from date of service.
(b)
Second Notice – Issued after the due date for payment. Allows 14 days for
payment and services notice that penalty interest will apply.
(c)
Refer to Debt Collection Agency for Final Warning – A letter to the landowner
is issued requiring payment within seven (7) days from the date of postage.
(d)
If no response collection continues with Debt Collection Agency who
investigate and pursue the most appropriate form of action. This may involve
legal action or coming to an alternative arrangement with the Debtor.

That any penalty interest accrued on an outstanding rates balance of
less than five dollars ($5.00) be written off by the Shire, in accordance
with the provisions of Section 6.2 of the Local Government Act, 1995.
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POLICY MANUAL

That for a rates assessment with an outstanding balance of between $0
and $200.00 that no legal action be taken against the owner. Further
that the owner be advised of the outstanding amount and that they can
either choose to pay the debt, or the amount will show on the next rates
notice received, accruing penalty interest at the appropriate rate.

That for a rates assessment with an outstanding balance of greater than
$200.00, the matter be referred to the Shire‘s debt collecting agency.
None of the above is designed to prevent the Shire from coming to an
arrangement with the landowner to make alternative arrangements for payment.
Sundry Debtors:
(a)
Issue of Invoice – Invoice is issued requiring payment within thirty (30) days.
(b)
Second Notice – Letter requiring payment within fourteen (14) days.
(c)
Final Warning – A letter to the landowner is issued requiring payment within
seven (7) days from the date of postage.
(d)
Refer to Debt Collection Agency – The matter is then referred to the Agency
who investigate and pursue the most appropriate form of action. This may
involve legal action or coming to an alternative arrangement with the Debtor.
None of the above is designed to prevent the Shire from coming to an
arrangement with the landowner to make alternative arrangements for payment.
ADOPTED: COUNCIL 21 MARCH 1996
REVIEWED: 19 APRIL 2011
3.5
ASSETS – ACCOUNTING
Adopt the following Depreciation Rates for the balance of the 2006/07 financial year:
Buildings
Furniture and Equipment
Computer Equipment
Electrical Equipment
Sundry Plant & (External) Equipment
Light Vehicles
Heavy Road Plant
Trucks
Other Sundry Plant Items
Paved Roads and Streets
Sealed Roads and Streets
Footpaths
Sewerage piping
Water supply piping and drainage systems
Per Annum
2.00%
15.00%
33.33%
20.00%
20.00%
25.00%
10.00%
10.00%
20.00%
2.00%
4.00%
2.00%
1.00%
1.33%
Years
50
6.69
3
5
5
4
10
10
5
50
25
50
100
75
ADOPTED: COUNCIL 18 MAY 1995
AMENDED: COUNCIL 3 APRIL 2007
REVIEWED: 19 APRIL 2011
77
SHIRE OF GINGIN
3.6
POLICY MANUAL
LOANS – SELF SUPPORTING
The following policy applies in respect to self-supporting loans:
(a)
Guarantors, legally bound by contract, will be required for self-supporting
loans for community groups, clubs or other organisations that are not
incorporated, and for non-community groups, clubs or other organisations,
whether incorporated or not.
(b)
All self-supporting loans will require an agreement to repay loans before the
loan funds will be advanced.
(c)
The cost of preparation of all legal documentation will be borne by the
borrowing organisations.
(d)
Clubs or other organisations requiring self-supporting loans will be required
to provide financial statements and a Budget, which will demonstrate the
Club‘s etc ability to repay the loan.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
3.7
DISTRIBUTION OF FUNDS TO COMMUNITY AND SPORTING BODIES
THROUGH THE COMMUNITY SPORTING AND RECREATION FACILITIES
FUND
The following guidelines for distribution of funds to Community and Sporting
Bodies are to apply.
(a)
Fund Objective
Funds from Council may be made available for the following purpose.
Establishment or improvement of playing areas or buildings necessary for the
conduct of sport or for community use, to assist community groups in
establishing a service or activity seen as a need for the betterment of and
improvement to the enjoyment of life within the Community.
(b)
Application Procedure
(i)
Applications for funds over $2,000 close at the Shire Office at a date
determined when the scheme is opened so that Council may consider
and prioritise applications before the closing date prescribed by the
Department for Sport and Recreation in respect of the Community
Sporting and Recreation Facilities Fund.
(ii)
Applications for funds under $2,000 may be made at anytime.
(iii)
Applicants will need to discuss Local Laws, Town Planning Schemes
and Development Policies with Shire Staff.
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SHIRE OF GINGIN
POLICY MANUAL
(iv) Applications should only be made when the applicant group is confident
that all the cash that the applicant proposes to contribute will be readily
available if a grant is approved.
(c)
Land/Site
The land on which the development is proposed should be a Crown Reserve
or land owned or vested in the Shire of Gingin.
(d)
Limitations
(i)
Funds not to be used for equipment, trophies, prizes or expenses
(including loan repayments) incurred in the conduct of the sport or in
community activities.
(ii)
Community and Sporting Bodies must submit an application, where
eligible, for Ministry for Sport and Recreation or other Government
Grant Aid, for assessment by Council.
(iii)
Community and Sporting Bodies must submit an application on a form
related to Ministry for Sport and Recreation practice, supported by a
brief summary of financial position, own contribution and Program of
Time over which planned expenditure will occur.
(iv) Shire employees or equipment may be used in lieu of cash distribution
and costed against the relevant Ledger Folio.
(v)
(e)
All works are to be completed to the satisfaction of the Shire of Gingin.
Voluntary Contributions
The value of work undertaken by volunteers can be included in the local
contribution but this value may not exceed one third of the completed value
of the project.
The voluntary work should be described and valued at the rate of $20.00 per
hour for unskilled labour, $35.00 per hour for skilled labour and $50.00 per
hour for professional labour.
(f)
General Guidelines
(i)
Generally, Shire contributions will be limited to a maximum of one third
of the total project cost.
(ii)
Applications must be submitted not later than the closing date
prescribed by the Department for Sport and Recreation in any calendar
year for funds over $2,000 which may be required to assist in financing
projects during the course of the following financial year.
(iii)
Applications will be acknowledged by the Shire of Gingin.
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SHIRE OF GINGIN
POLICY MANUAL
(iv) The Shire of Gingin reserves the right to consider and allocate funds
without the right of appeal.
(v)
The Shire of Gingin reserves the right to request further information.
(vi) All monies allocated must be spent and claimed by the 30th June in the
financial year for which it was allocated.
(vii) No project requiring funding shall commence without the written
consent of the Shire.
(viii) Money granted must be spent on the project allocated.
(ix) No money will be allocated for completed projects.
(x)
The Shire of Gingin reserves the right to inspect Reserves and
Buildings without prior notification to the respective Committee.
(xi) Council may consider joint funding of Capital works projects with the
Department for Sport and Recreation.
(xii) Council may consider applications from Community Groups other than
Sporting Bodies.
(xiii) The Shire of Gingin‘s contribution to the replacement of large machinery
is generally limited to one third of the replacement cost.
(xiv) Applications will be considered at Council‘s sole discretion.
(xv) Council reserves the right to set aside all and/or any project for budget
consideration.
(xvi) An Asset Replacement Fund must be created for projects that include a
DSR requirement for the provision of such funds.
(xvii) Council may at its discretion contribute towards an Asset Replacement
Fund.
ADOPTED: COUNCIL 18 MAY 1998
AMENDED: 6 MARCH 2007
AMENDED: 12 MAY 2010
REVIEWED: 19 APRIL 2011
3.8
ENVIRONMENTAL FUNDING POLICY – ENVIRONMENTAL ALLOCATION
FUND
The following guidelines for distribution of Environmental Allocation Funds to
community based environmental organisations are to apply.
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SHIRE OF GINGIN
(a)
POLICY MANUAL
Fund Objective
Funds from the Shire of Gingin may be made available for the following
purpose;
To assist community groups in establishing and implementing environmental
betterment initiatives within the Shire.
(b)
Application Procedure
(i)
Applications for funding from the Shire‘s Environmental Allocation Fund
close at the Shire Office on 31 March to be considered in the following
financial year.
(ii)
Applicants are encouraged to discuss potential local laws, Town
Planning Scheme and development policy implications with Shire staff.
Applications should only be made when the applicant group is confident
that any additional monies required to complete the project will be
available if a Shire grant is approved.
(iii)
(c)
Land/Site
If the applicant body is seeking capital funding for an environmental
improvement project the project shall relate to crown reserve or land owned
or vested in the Shire of Gingin.
(d) Limitations
(e)
(i)
Applicant groups, in applying for an environmental Funding Allocation
(administration or capital) should provide supporting information in the
form of a brief summary of their own financial position, their own
contribution and program of time over which planned expenditure will
occur.
(ii)
Shire employees or equipment may be used in lieu of cash distribution
and costs allocated against the relevant ledger folio.
(iii)
All capital works undertaken utilising funding from the Environmental
Allocation Fund shall be completed to the satisfaction of the Shire of
Gingin.
General Guidelines
(i)
Generally, Shire of Gingin contributions will be limited to a maximum of
50% of the capital cost of any project. Shire contributions towards
administration will be determined on merit.
(ii)
Applications must be submitted not later than 31 March for
consideration in the following financial year.
(iii)
Applications will be acknowledged by the Shire of Gingin.
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POLICY MANUAL
(iv) Council reserves the right to consider and allocate funds without the
right of appeal.
(v)
Council reserves the right to request further information.
(vi) All monies allocated must be spent and claimed by the 30 June in the
financial year for which it was allocated, unless otherwise approved by
Council.
(vii) No capital project requiring funding shall commence without the written
consent of the Shire of Gingin.
(viii) Money granted must be spent on the projects allocated.
(ix) No money will be allocated for completed projects.
(x)
The Shire of Gingin reserves the right to inspect at any time, works in
progress for which an environmental funding allocation has been
granted.
(xi) Applications will be considered at Council‘s sole discretion.
Council reserves the right to set aside all and/or any project for budget
consideration.
ADOPTED: COUNCIL 4 SEPTEMBER 2001
REVIEWED: 19 APRIL 2011
POLICY 3.9
PURCHASING AND ORDERING OF GOODS
OBJECTIVE
To clearly specify which members of staff are authorised to issue purchase orders on
behalf of the Shire of Gingin and up to what value such purchase orders can relate.
POLICY
That the officers referenced below be authorised to issue orders for the purchase of goods
and services relating to the operation of Council as follows:
Up to the value of $500
Chief Executive Officer‘s PA
Executive Support Officer
Governance Officer
Executive Manager Regulatory Services‘ PA
Organisational Planning and Development Officer
PA to Planning
Rangers‘ Administration Officer
Swimming Pool Manager
Maintenance Officers (Gingin, Upper Coastal and Lower
Coastal)
Up to the value of $3,000
Manager Guilderton Caravan Park
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Up to the value of $5,000
Shire Mechanic
Up to the value of $10,000
Environmental Health/Technical Officer
Manager Building Services
Manager Operations
Manager Ranger Services
Manager Statutory Planning
Manager Strategic Planning and Development
Community Development and Customer Services Officer
Up to the value of $50,000
Executive Manager Regulatory Services
Executive Manager Corporate and Community Services
Executive Manager Operations
Up to the value of $250,000
Chief Executive Officer
GOVERNANCE REFERENCES
Statutory Compliance
Industry Compliance
Organisational Compliance
N/A
N/A
N/A
POLICY ADMINISTRATION
Review Cycle
Department
Bi-annual
Financial Services
Version
1.
2.
3.
4.
Decision Reference
02/07/2002 – Item 10.6
16/11/2004 – Item 10.2.4
20/01/09 – Item 11.2.4
07/07/2009 – Item 11.2.5
5.
03/08/2010 – Item 11.1.2
6.
7.
16/08/2011 – Item 11.2.2
18/10/2011 – Item 11.2.2
8.
17/07/2012 – Item 11.2.5
9.
16/04/2013 – Item 11.1.4
10.
20/08/2013 – Item 11.1.3
11.
21/01/2014 – Item 11.1.1
Next Review
2015
Synopsis
Policy adopted
Assistant Works Supervisor and Swimming Pool Manager added
Additional staff authorised to sign cheques
Administrative
Assistant
to
CEO,
Health/Building/Planning
Administration Officer, Coastal Building and Parks Maintenance
Officer and Head Gardener (Playground Inspector) added
Policy amended to reflect organisational restructure. Purchasing
limits imposed.
Executive Manager Engineering Services‘ purchasing limit amended.
Executive Manager Health and Building Services‘ PA added, Parks
and Gardens Supervisor deleted, Plant Mechanic purchasing limit
amended
Authorisation for Maintenance Officers clarified. Reference to CEO
deleted from ―Up to Value of $50,000‖. Reference to Councillors
deleted.
Changes made to position titles to reflect organisational restructure.
Purchasing authorisation to Shire President and Deputy Shire
President for amounts greater than $50,000 deleted.
Executive Manager Planning and Engineering Services replaced by
Executive Manager Operations.
Executive Manager Financial
Services replaced by Executive Manager Corporate and Community
Services. Executive Manager Planning and Engineering Services‘
PA replaced by PA to Planning. Works Manager deleted. Planning
Officer deleted. Manager Statutory Planning and Manager Strategic
Planning and Development included with limits of $10,000.
Purchasing limit for Shire Mechanic increased to $5,000.
Organisational Development and Planning Officer added authorised
to issue purchase orders up to the value of $500. Environmental
Health/Technical Officer and Manager Operations added and
authorised to issue purchase orders up to the value of $10,000.
CEO‘s purchasing limit capped at $250,000.
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POLICY MANUAL
PURCHASING POLICY
1.1
OBJECTIVES

To provide compliance with the Local Government Act, 1995 and the Local
Government Act (Functions and General) Regulations, 1996 (as amended in
March 2007).

To deliver a best practice approach and procedures to internal purchasing
for the Shire of Gingin.

To ensure consistency for all purchasing activities that integrates within all
the Shire of Gingin operational areas.
1.2
WHY DO WE NEED A PURCHASING POLICY?
The Shire of Gingin is committed to setting up efficient, effective, economical and
sustainable procedures in all purchasing activities. This policy:

Provides the Shire of Gingin with a more effective way of purchasing goods
and services.

Ensures that purchasing transactions are carried out in a fair and equitable
manner.

Strengthens integrity and confidence in the purchasing system.

Ensures that the Shire of Gingin receives value for money in its purchasing.

Ensures that the Shire of Gingin considers the environmental impact of the
procurement process across the life cycle of goods and services.

Ensures the Shire of Gingin is compliant with all regulatory obligations.

Promotes effective governance and definition of roles and responsibilities.

1.3
Upholds respect from the public and industry for the Shire of Gingin‘s
purchasing practices that withstands probity.
ETHICS & INTEGRITY
All officers and employees of the Local Government shall observe the highest
standards of ethics and integrity in undertaking purchasing activity and act in an
honest and professional manner that supports the standing of the Local
Government.
The following principles, standards and behaviours must be observed and
enforced through all stages of the purchasing process to ensure the fair and
equitable treatment of all parties:

full accountability shall be taken for all purchasing decisions and the
efficient, effective and proper expenditure of public monies based on
achieving value for money:
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
all purchasing practices shall comply with relevant legislation, regulations,
and requirements consistent with the Local Government policies and code of
conduct;

purchasing is to be undertaken on a competitive basis in which all potential
suppliers are treated impartially, honestly and consistently;

all processes, evaluations and decisions shall be transparent, free from bias
and fully documented in accordance with applicable policies and audit
requirements;

any actual or perceived conflicts of interest are to be identified, disclosed
and appropriately managed; and

any information provided to the Local Government by a supplier shall be
treated as commercial-in-confidence and should not be released unless
authorised by the supplier or relevant legislation.
1.4
VALUE FOR MONEY
Value for money is an overarching principle governing purchasing that allows the
best possible outcome to be achieved for the Shire of Gingin. It is important to
note that compliance with the specification is more important than obtaining the
lowest price, particularly taking into account user requirements, quality standards,
sustainability, life cycle costing, and service benchmarks.
An assessment of the best value for money outcome for any purchasing should
consider:

all relevant whole-of-life costs and benefits whole of life cycle costs (for
goods) and whole of contract life costs (for services) including transaction
costs associated with acquisition, delivery, distribution, as well as other
costs such as but not limited to holding costs, consumables, deployment,
maintenance and disposal.

the technical merits of the goods or services being offered in terms of
compliance with specifications, contractual terms and conditions and any
relevant methods of assuring quality;

financial viability and capacity to supply without risk of default. (Competency
of the prospective suppliers in terms of managerial and technical capabilities
and compliance history);

a strong element of competition in the allocation of orders or the awarding of
contracts. This is achieved by obtaining a sufficient number of competitive
quotations wherever practicable.
Where a higher priced conforming offer is recommended, there should be clear
and demonstrable benefits over and above the lowest total priced, conforming
offer.
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1.5
POLICY MANUAL
SUSTAINABLE PROCUREMENT
Sustainable Procurement is defined as the procurement of goods and services that
have less environmental and social impacts than competing products and
services.
Shire of Gingin is committed to sustainable procurement and where appropriate
shall endeavour to design quotations and tenders to provide an advantage to
goods, services and/or processes that minimise environmental and negative social
impacts. Sustainable considerations must be balanced against value for money
outcomes in accordance with the Shire of Gingin‘s sustainability objectives.
Practically, sustainable procurement means the Shire of Gingin shall attempt to
identify and procure products and services that:

Have been determined as necessary;

Demonstrate environmental best practice in energy efficiency and/or
consumption which can be demonstrated through suitable rating systems
and eco-labelling, if possible.

Demonstrate environmental best practice in water efficiency, if possible.

Are environmentally sound in manufacture, use, and disposal with a specific
preference for products made using the minimum amount of raw materials
from a sustainable resource, that are free of toxic or polluting materials and
that consume minimal energy during the production stage;

Products that can be refurbished, reused, recycled or reclaimed may be
given priority, and those that are designed for ease of recycling, remanufacture or otherwise to minimise waste.

For new buildings and refurbishments – where available use renewable
energy and technologies.
1.6
PURCHASING THRESHOLDS
Where the value of procurement (excluding GST) for the value of the contract over
the full contract period (including options to extend) is, or is expected to be:
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Amount of
Purchase
Model Policy
Up to $10,000 Direct purchase from suppliers.
$10,001 - $30,000 Obtain at least two verbal or written quotations.
$30,001 - $50,000 Obtain at least two written quotations.
$50,001 - $99,999 Obtain at least three written quotations containing
price and specification of goods and services (with
procurement decision based on all value for money
considerations). Quotations will be placed in tender
box and opened on a specified date.
$100,000 and above Conduct a public tender process.
Where it is considered beneficial, tenders may be called in lieu of seeking
quotations for purchases under the $100,000 threshold (excluding GST). If a
decision is made to seek public tenders for Contracts of less than $100,000, a
Request for Tender process that entails all the procedures for tendering outlined in
this policy must be followed in full.
1.6.1
Up to $10,000
Where the value of procurement of goods or services does not exceed $10,000,
purchase on the basis of using professional discretion and occasionally undertake
market testing with a greater number or more formal forms of quotation to ensure
best value is maintained.
This purchasing method is suitable where the purchase is relatively small and low
risk.
Record keeping requirements must be maintained in accordance with record
keeping policies.
1.6.2
$10,001 to $30,000
This category is for the procurement of goods or services where the value of such
procurement ranges between $10,001 and $30,000.
At least two verbal or written quotations (or a combination of both) are required.
Where this is not practical, e.g. due to limited suppliers, it must be noted through
records relating to the process.
The general principles for obtaining verbal quotations are:

Ensure that the requirement / specification is clearly understood by the Shire
of Gingin employee seeking the verbal quotations.

Ensure that the requirement is clearly, accurately and consistently
communicated to each of the suppliers being invited to quote.
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
Read back the details to the Supplier contact person to confirm their
accuracy.

Written notes detailing each verbal quotation must be recorded.
Record keeping requirements must be maintained in accordance with record
keeping policies.
1.6.3
$30,001 to $50,000
For the procurement of goods or services where the value exceeds $30,001 but is
less than $50,000, it is required to obtain at least two written quotes (commonly a
sufficient number of quotes would be sought according to the type and nature of
purchase).
The responsible officer is expected to demonstrate due diligence seeking quotes
and to comply with any record keeping and audit requirements. Record keeping
requirements must be maintained in accordance with record keeping policies.
NOTES: The general principles relating to written quotations are:


An appropriately detailed specification should communicate requirement(s)
in a clear, concise and logical fashion.
The request for written quotation should include as a minimum:





Written Specification
Selection Criteria to be applied
Price Schedule
Conditions of responding
Validity period of offer

Invitations to quote should be issued simultaneously to ensure that all
parties receive an equal opportunity to respond.

Offer to all prospective suppliers at the same time any new information that
is likely to change the requirements.

Responses should be assessed for compliance, then against the selection
criteria, and then value for money and all evaluations documented.

Respondents should be advised in writing as soon as possible after the final
determination is made and approved.
The Western Australian Local Government Purchasing and Tender Guide
produced by the Western Australian Local Government Association (WALGA)
should be consulted for further details and guidance.
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1.6.4
POLICY MANUAL
$50,001 to $99,999
For the procurement of goods or services where the value exceeds $50,001 but is
less than $99,999, it is required to obtain at least three written quotations
containing price and a sufficient amount of information relating to the specification
of goods and services being purchased.
Record keeping requirements must be maintained in accordance with record
keeping policies.
For this procurement range, the selection should not be based on price alone, and
it is strongly recommended to consider some of the qualitative factors such as
quality, stock availability, accreditation, time for completion or delivery, warranty
conditions, technology, maintenance requirements, organisation‘s capability,
previous relevant experience and any other relevant factors as part of the
assessment of the quote.
When quotations are requested, a due date will be given to the various companies
by which time the quotations must be received. All quotations will be unopened
and placed in a tender box. After the specified date, the tenders will be opened
together and price negotiations are able to take place, if required.
1.7
REGULATORY COMPLIANCE
1.7.1 Tender Exemption
In the following instances public tenders or quotation procedures are not required
(regardless of the value of expenditure):

An emergency situation as defined by the Local Government Act 1995 or
where deemed an emergency by the CEO;

The purchase is under a contract of WALGA (Preferred Supplier
Arrangements), Department of Treasury and Finance (permitted Common
Use Arrangements), Regional Council, or another Local Government;

The purchase is under auction which has been authorised by Council;

The contract is for petrol, oil, or other liquid or gas used for internal
combustion engines;

Any of the other exclusions under Regulation 11 of the Functions and
General Regulations apply.
1.7.2 Sole Source of Supply (Monopoly Suppliers)
The procurement of goods and/or services available from only one private sector
source of supply, (i.e. manufacturer, supplier or agency) is permitted without the
need to call competitive quotations provided that there must genuinely be only one
source of supply. Every endeavour to find alternative sources must be made.
Written confirmation of this must be kept on file for later audit.
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Note: The application of provision "sole source of supply" should only occur in
limited cases and procurement experience indicates that generally more than one
supplier is able to provide the requirements.
1.7.3 Anti-Avoidance
The Shire of Gingin shall not enter two or more contracts of a similar nature for the
purpose of splitting the value of the contracts to take the value of consideration
below the level of $100,000, thereby avoiding the need to publicly tender.
1.7.4 Tender Criteria
The Shire of Gingin shall, before tenders are publicly invited, determine in writing
the criteria for deciding which tender should be accepted.
The Chief Executive Officer shall establish an evaluation panel prior to the
advertising of a tender and include a mix of skills and experience relevant to the
nature of the purchase.
For Requests with a total estimated (Ex GST) price of $100,000 and above, the
panel must contain a minimum of 3 members.
1.7.5
Advertising Tenders
Tenders are to be advertised in a state-wide publication e.g. The West Australian
newspaper, Shire Tenders section, preferably on a Wednesday or Saturday.
The tender must remain open for at least 14 days after the date the tender is
advertised. Care must be taken to ensure that 14 full days are provided as a
minimum.
The notice must include:

a brief description of the goods or services required;

information as to where and how tenders may be submitted;

the date and time after which tenders cannot be submitted;

particulars identifying a person from who more detailed information as to
tendering may be obtained;

detailed information shall include:

such information as the Shire of Gingin decides should be disclosed to those
interested in submitting a tender;

detailed specifications of the goods or services required;
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
the criteria for deciding which tender should be accepted;

whether or not the Shire of Gingin has decided to submit a tender; and

whether or not tenders can be submitted by facsimile or other electronic
means, and if so, how tenders may so be submitted.
1.7.6
Issuing Tender Documentation
Tenders will not be made available (counter, mail, internet, referral, or other
means) without a robust process to ensure the recording of details of all parties
who acquire the documentation.
This is essential as if clarifications, addendums or further communication is
required prior to the close of tenders, all potential tenderers must have equal
access to this information in order for the Shire of Gingin not to compromise its
Duty to be Fair.
1.7.7
Tender Deadline
A tender that is not received in full in the required format by the advertised Tender
Deadline shall be rejected.
1.7.8
Opening of Tenders
No tenders are to be removed from the tender box, or opened (read or evaluated)
prior to the Tender Deadline.
Tenders are to be opened in the presence of the Chief Executive Officer‘s
delegated nominee and preferably at least one other Shire Officer. The details of
all tenders received and opened shall be recorded in the Tenders Register.
Tenders are to be opened in accordance with the advertised time and place.
There is no obligation to disclose or record tendered prices at the tender opening,
and price information should be regarded as commercial-in-confidence to the Shire
of Gingin. Members of the public are entitled to be present.
The Tenderer‘s Offer form, Price Schedule and other appropriate pages from each
tender shall be date stamped and initialled by at least two Shire Officers present at
the opening of tenders.
1.7.9
No Tenders Received
Where the Shire of Gingin has invited tenders, however no compliant submissions
have been received, direct purchases can be arranged on the basis of the
following:


a sufficient number of quotations are obtained;
the process follows the guidelines for seeking quotations between $40,000 –
$99,999 (listed above);
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

POLICY MANUAL
the specification for goods and/or services remains unchanged;
purchasing is arranged within 6 months of the closing date of the lapsed
tender.
1.7.10 Tender Evaluation
The tender evaluation panel shall assess each tender that has not been rejected to
determine which tender is most advantageous.
1.7.11 Addendum to Tender
If, after the tender has been publicly advertised, any changes, variations or
adjustments to the tender document and/or the conditions of tender are required,
the Shire of Gingin may vary the initial information by taking reasonable steps to
give each person who has sought copies of the tender documents notice of the
variation.
1.7.12
Minor Variation
If after the tender has been publicly advertised and a successful tenderer has been
chosen but before the Shire of Gingin and tenderer have entered into a Contract, a
minor variation may be made by the Shire of Gingin.
A minor variation will not alter the nature of the goods and/or services procured,
nor will it materially alter the specification or structure provided for by the initial
tender.
1.7.13
Notification of Outcome
Each tenderer shall be notified of the outcome of the tender following Council
resolution. Notification shall include:


The name of the successful tenderer
The total value of consideration of the winning offer
The details and total value of consideration for the winning offer must also be
entered into the Tenders Register at the conclusion of the tender process.
1.7.14 Records Management
All records associated with the tender process or a direct purchase process must
be recorded and retained. For a tender process this includes:





Tender documentation;
Internal documentation;
Evaluation documentation;
Enquiry and response documentation;
Notification and award documentation.
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For a direct purchasing process this includes:



Quotation documentation;
Internal documentation;
Order forms and requisitions.
Record retention shall be in accordance with the minimum requirements of the
State Records Act, and the Shire of Gingin‘s internal records management policy.
ADOPTED: COUNCIL 6 MARCH 2007
REVIEWED: 19 APRIL 2011
3.11
REVALUATION OF NON-CURRENT ASSETS
The Shire of Gingin reverts to the "cost" basis for measuring of all non-current
property, plant, equipment and infrastructure asset‘s, that was carried at a revalued amount at the immediately preceding reporting date by deeming the
carrying amount of the non-current assets comprising the class to be their cost.
This action complies with the requirements on first application of Accounting
Standard AASB 1041 ―Revaluation of Non-Current Assets.
ADOPTED: COUNCIL 17 SEPTEMBER 2002
REVIEWED: 19 APRIL 2011
3.12
TOURISM ALLOCATION FUNDING POLICY
The following guidelines for distribution of Tourism Allocation Funding to tourism or
community based organisations are to apply:
(a)
Fund Objectives
Funds from the Shire of Gingin may be made available for the following
purpose;
To assist Tourist or Community Groups in establishing and implementing
tourism initiatives within the Shire.
These initiatives can include, but are not necessarily limited to, promotional
campaigns, development of tourist related infrastructure and assistance with
the operation of Tourist Information Centres within the Shire.
(b)
Application Procedure
(i)
(ii)
(iii)
Applications for funding from the Shire‘s Tourism Allocation Fund close
at the Shire Office on 31 March each year, and are to be considered in
August the following financial year, after the adoption of the Municipal
Budget.
All applications are to be submitted on the Grant Application Form
provided and include all information requested by the Shire.
Applicants are encouraged to discuss potential local law, town planning
scheme and development policy implications with Shire staff when
preparing their Grant submission.
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(iv) Application‘s should only be made when the applicant group is
confident and can demonstrate that any additional monies required to
complete the project will be available if a Council grant is approved.
(c)
Land/Site
If the applicant body is seeking capital funding for a Tourism initiative, the
project shall relate to crown reserve or land owned or vested in the Shire of
Gingin.
(d)
(e)
Limitations
(i)
Applicant groups, in applying for Tourism Allocation Funding
(administration or capital) should provide supporting information in the
form of a brief summary of their own financial position, including most
recent audited financial statement, a budget for the project including all
funding sources and a program of time over which planned expenditure
will occur.
(ii)
Shire employees or equipment may be used in lieu of cash distribution
and costs allocated against the relevant Tourism Allocation Fund.
(iii)
All capital works undertaken utilising the Tourism Allocation Funding
shall be completed to the satisfaction of the Shire of Gingin.
General Guidelines
(i)
Generally, Shire contributions will be limited to a maximum of 50% of
the capital cost of any project.
(ii)
Shire contributions towards administration will be determined on merit
and as a general rule will not be considered.
(iii)
Applications must be submitted not later than 31 March for
consideration in the following financial year.
(iv) Application‘s will be acknowledged by the Shire of Gingin.
(v)
Council reserves the right to consider and allocate funds without the
right of appeal.
(vi) Council reserves the right to request further information.
(vii) All monies allocated must be spent and claimed by the 30 June in the
financial year for which it was allocated, unless otherwise approved by
Council.
(viii) No capital project requiring funding shall commence without the written
consent of the Shire.
(ix) Money granted must be spent on the projects to which it is allocated.
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(x)
No money will be allocated retrospectively.
(xi) The Shire of Gingin reserves the right to inspect at any time works in
progress for which a Tourism Allocation Funding grant has been
approved.
(xii) Applications will be considered at Council‘s sole discretion.
(xiii) Council reserves the right to set aside all and/or any project for budget
consideration.
(xiv) All applications are to be submitted on the relevant forms provided by
the Shire and should include all information requested to be provided.
ADOPTED: COUNCIL 3 DECEMBER 2002
REVIEWED: 19 APRIL 2011
3.13
RATES WRITE-OFF FORMULA ON PROPERTIES WHERE A BUILDING HAS
BEEN DEMOLISHED AND REBUILT
ADOPTED: COUNCIL 4 NOVEMBER 2008
AMENDED: COUNCIL 16 DECEMBER 2008
REVIEWED: 19 APRIL 2011
REPEALED: COUNCIL 16 AUGUST 2011
3.14
LAND UNDER ROADS
In Western Australia, all land under roads is Crown Land, the responsibility for
managing which is vested in the Local Government.
Effective as at 1 July 2008, Council elected not to recognise any value for land
under roads acquired on or before 30 June 2008. This accords with the treatment
available in Australian Accounting Standard AASB1051 - Land Under Roads and
the fact Local Government (Financial Management) Regulation 16(a)(i) prohibits
Local Governments from recognising such land as an asset.
In respect of land under roads acquired on or after 1 July 2008, as detailed above,
Local Government (Financial Management) Regulation 16(a)(i) prohibits Local
Governments from recognising such land as an asset.
Whilst such treatment is inconsistent with the requirements of AASB 1051, Local
Government (Financial Management) Regulation 4(2) provides, in the event of
such an inconsistency, the Local Government (Financial Management)
Regulations prevail.
Consequently, any land under roads acquired on or after 1 July 2008 is not
included as an asset of the Council.
ADOPTED: COUNCIL 2 JUNE 2009
REVIEWED: 19 APRIL 2011
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3.15
POLICY MANUAL
PLAYGROUND POLICY – CONSOLIDATION OF COUNCIL’S EXISTING AND
FUTURE PLAYGROUNDS
The following Guidelines are to apply:
Objective:

The playground policy has been developed by the Shire of Gingin to help
manage playgrounds and provide for current and future community needs in
an equitable and sustainable manner;

The Shire is focused on providing high quality, well maintained equipment
that complies with current Australian Standards;

To address the importance of accessibility and walkability to playgrounds,
particularly within a local context;

To promote safe use and enjoyment of public open space and amenities
through appropriate siting and design;

To provide clear guidance on the standards of provision, future direction and
management for playgrounds;

To recognise and respond appropriately to constraints on the Shire‘s
resources (environmental, social and economic); and

To ensure that the community‘s needs are addressed through community
engagement.
Scope:

This policy applies to playgrounds within the Shire of Gingin with play
equipment specifically designed for use by children between 3 and 12 years
(inclusive).
Policy:
1.
Safety and Compliance
Playgrounds are highly used and valued amenities which are predominantly
provided for children.

An annual allocation will be provided for in the Shire‘s Budget in order
to undertake a regular maintenance/replacement schedule to ensure
safe and high quality playgrounds are provided. All playground
inspections are completed by accredited Playground Inspectors;

If there are playgrounds that have equipment which does not comply
with the Playground Standards, replacement will be scheduled within
the ―Playground Plan‖ and, until that occurs, regular maintenance on
the equipment will be undertaken;
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2.
POLICY MANUAL

Council‘s Ten (10) Year Playgrounds Development Plan will be the
guiding document and will be reviewed annually to ensure that
playgrounds comply with Australian Standards and are provided in
accordance with the Shire‘s Playground Policy;

The Shire will install fencing around playgrounds where, in the Shire‘s
opinion, they are considered to be in an unsafe location for example,
adjacent to major roads;

Where appropriate and budget permitting, a limestone wall will be
provided at the rate of one playground per year until all playgrounds are
completed.
Playground Consolidation
When considering playground consolidation, the Western Australian Planning
Commission‘s Liveable Neighbourhood Policy has been taken into regard.
Liveable Neighbourhoods Element 4 – Public Parkland – Policy requirements
stipulates:
Most dwellings be located within 400m of a park:




Larger district and neighbourhood parks located on edge of
neighbourhood;
At least one neighbourhood park per neighbourhood;
All parks (public open space) landscaped to a minimum standard; and
Some ovals can be shared with schools.
A ―best fit‖ approach in regard to the above policy is necessary when
considering playgrounds in rural areas.
(neighbourhood = town/rural
residential area)
It is the intention of Council to provide the following:
Rural Residential
One playground/play area adjacent to community facilities (ie halls etc)
generally located on suitable community land.
Townsites
A playground be provided within an approximate 400m walkable distance
from a residence within a townsite where suitable community land is
available.
Where possible preference will be given in order to consolidate multiple
playground facilities into a main playground area.
ADOPTED: COUNCIL 20 SEPTEMBER 2011
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POLICY MANUAL
RATES CONCESSION FOR SPLIT USE DIFFERENTIAL – UV GENERAL
PROPERTIES
3.16
Council has adopted a concession for split use differentially rated rural properties
where there is a mixed use of non-intensive and intensive use on that property and
where less than 75% of the property is classified as ―Intensive Use‖ (as
determined by Council).
Upon application, Council has resolved to grant a concession based on the area of
land used for non-intensive rural purposes. The rates concession is calculated by
determining the percentage of the property used for intensive use purposes, the
balance being non-intensive. The percentages so calculated will be applied
against the relevant adopted ―Rate in the Dollar‖ to determine the total rates
payable.
If the total rates payable are less than the adopted UV-Rural Minimum rate, then
the Minimum rate will be charged.
This Policy will apply for rates levied from 1 July 2011 onwards, until repealed or
rewritten.
ADOPTED: COUNCIL 21 FEBRUARY 2012
POLICY 3.17
ASSET MANAGEMENT
OBJECTIVE
To:



provide a framework for the sustainable management of the Shire‘s asset portfolio;
ensure that an organisation-wide and inclusive approach is taken to asset
management; and
ensure that adequate provision is made for the maintenance and replacement of
assets in accordance with the assessed levels of service.
POLICY
Scope
This Policy is intended to provide clear direction on the Shire‘s expectations for the
sustainable management of its assets and applies to elected members, employees and
contractors/consultants engaged by the Shire.
Definitions
The following definitions are relevant to this Policy and are in accordance with the
Department of Local Government‘s Asset Management Framework and Guidelines
document.
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“Asset”
A physical component of a facility which has value,
enables a service to be provided and has an
economic life of greater than 12 months.
“Asset Class”
Groupings of assets of similar nature and use in a
local government‘s operations. Local Government
asset classes include land, buildings, infrastructure,
plant and equipment, information technology and
other assets.
“Asset Management”
The combination of management, financial,
economic, engineering and other practices applied to
physical assets with the objective of providing the
required level of service in the most cost effective
manner.
“Asset Management Plan”
A plan developed for one or more assets that
combines technical and financial management
processes to provide a specified level of service.
“Asset Management Strategy”
One or more documents that outlines how the local
government‘s asset portfolio will meet the service
delivery needs of its communities into the future,
enabling the local government‘s asset management
policies to be achieved and ensuring that asset
management is established as part of the local
government‘s Integrated Plan.
“Level of Service”
The defined service quality for a particular activity (ie
road maintenance) or service area (ie street lighting)
against which service performance can be
measured. Service levels usually relate to quality,
quantity, reliability, responsiveness, environmental
considerations, acceptability and cost.
“Lifecycle Cost”
The total cost of an asset throughout its life including
costs for planning, design, construction, acquisition,
operations, maintenance, rehabilitation and disposal.
Policy Statement
The Shire will ensure assets supporting the delivery of services to the community are
managed responsibly and cost effectively over their lifecycle and take into consideration
community expectations for levels of service (time, quality and value for money).
This policy encourages an organisation-wide approach and commitment to achieving
these policy goals. The policy is supported by accurate and current financial details of
assets being included within the Long Term Financial Plan.
The Shire‘s assets are physical items within the boundaries of the local government and
under its control. They include but are not limited to the following asset classes:
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Transport – road and path networks (including car parks, bridges and street
furniture);
Property – land and buildings; and
General Assets – parks, ovals and reserves, plant, furniture, equipment and tools.
Asset Management Plans will be prepared for each major asset class before 30 June 2013
and will be reviewed and updated annually, or more frequently if required.
An Asset Management Strategy will describe how this Policy will be applied within the
Shire and outline the details to be included within Asset Management Plans.
In order to implement this Policy, the Shire commits to the following principles:












Systematic and appropriate asset management practices will be implemented,
including a continuous improvement approach to asset management;
Impacts on the Strategic Community Plan‘s social, economic, environmental and civic
leadership objectives will be considered in asset management and asset operational
processes;
Asset Management Plans will be informed by community consultation, financial
planning and workforce planning;
Asset renewals included in adopted asset management plans and long term financial
plans will be considered in forming the annual budget estimates;
Service levels will be identified for all major asset classes in consultation with the
community;
Asset renewal plans will be prioritised based on level of service and ability of the
current assets to provide the desired level of service;
An asset inspection program will be developed to ensure agreed service levels are
maintained and to ensure assets are managed, valued and depreciated in
accordance with appropriate asset management practices and applicable Australian
Accounting Standards;
Lifecycle costs will be considered in decisions relating to new services and assets as
well as upgrading of existing services and assets;
Major assets will be regularly reviewed to assess their ongoing relevance and
contribution to community need;
Asset management roles, responsibilities and reporting frameworks will be defined;
Assets may be rationalised where the level of service requirement falls to a
sufficiently low level; and
Training in asset and financial management will be offered for elected members and
relevant staff.
GOVERNANCE REFERENCES
Statutory Compliance
Industry Compliance
Organisational Compliance
N/A
WA Department of Local Government: Integrated Planning and Reporting Framework
and Guidelines (Oct 2010)
WA Department of Local Government: Asset Management Framework and Guidelines
(May 2011)
Institute of Public Works Engineering Australia (IPWEA): Asset Management for Small,
Rural or Remote Communities Practice Note (2011)
Institute of Public Works Engineering Australia (IPWEA): International Infrastructure
Management Manual (2011)
Strategic Community Plan
Corporate Business Plan
Long Term Financial Plan
Asset Management Strategy (NPB7399)
Asset Management Plans
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POLICY ADMINISTRATION
Review Cycle
Department
Version
1.
Next Review
Annual
Office of the CEO
Decision Reference
21/05/2013 – Item 11.1.1
May 2014
Synopsis
Policy adopted
POLICY 3.18
DISPOSITION OF ASSETS
OBJECTIVE
To clearly identify the process by which the Shire of Gingin will dispose of assets (other
than land) with a value of less than $50,000 to ensure that such disposal takes place in a
fair, equitable and consistent manner.
POLICY
This policy supports Delegation 2.14 Disposition of Assets Other Than Land.
Any proposal to dispose of an asset as outlined in 1. below must be undertaken in
accordance with Procedure 3.1 – Disposition Of Assets (Other Than Land) With A
Value Not Exceeding $20,000.
1.
Disposal of Council-owned assets (other than land) shall be carried out in
accordance with the following schedule:
Current Market Value of Property
$0-$5,000
(exempt from the provisions of s3.58)
$5,001-$20,000
(exempt from the provisions of s3.58)
$20,001-$50,000
Method of Disposal
 Call for offers of purchase;
 Holding of a surplus goods sale at the
Shire Depot;
 Donation to a local community group
where asset has no commercial value;
 Sale to the highest bidder through an
internal bidding process for staff and
Councillors, whereby bids are sealed;
 Sale to the highest bidder at public
auction; or
 Destruction of the property (recycle
where possible).
 To the highest bidder at public auction;
 To the most acceptable tender,
whether or not it is the highest tender,
through a public tender process; or
 To an external party at market value.
In accordance with Section 3.58 of the
Local Government Act 1995.
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>$50,000
2.
The proposal to dispose of property with
a value of more than $50,000 must be
submitted to Council for approval.
Any proposal to dispose of Council-owned land must be submitted to Council for
consideration.
GOVERNANCE REFERENCES
Statutory Compliance
Industry Compliance
Organisational Compliance
Local Government Act 1995, s3.58
Local Government (Functions and General) Regulations 1996, reg 30
N/A
Delegation 2.14: Disposition Of Assets (Other Than Land) With A Value Not Exceeding
$20,000.
Procedure 3.1: Disposition of Assets With a Value Not Exceeding $20,000
POLICY ADMINISTRATION
Review Cycle
Department
Version
1.
Biennial
Office of the CEO
Decision Reference
20/08/2013 – Item 11.1.2
Next Review
2015
Synopsis
New Policy adopted.
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4.0
LAW, ORDER & PUBLIC SAFETY
4.1
REWARDS - THEFT/VANDALISM
The Shire of Gingin may pay a reward to any person giving any information
leading to the direct apprehension and Court conviction of offenders against
municipal property.
Such reward will only be paid at the Shire‘s discretion if it adopts a report and
recommendation submitted by the Chief Executive Officer for approval.
Payment of such reward will not be paid to members of Council, persons
employed by this Shire, members of the State and Federal Police Forces or
persons otherwise illegally involved in the commission of any act of offence
against municipal property.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
4.2
BUSH FIRE CONTROL
The Shire of Gingin has established and will maintain a Bush Fire Organisation in
accordance with the Bush Fires Act, 1954 (The Act), in order to provide adequate
fire protection of those areas of the municipality within the Bush Fire District and to
carry out an ongoing program of hazard reduction having due regard at all times
for the preservation of the natural environment.
(a)
Bush Fire Advisory Committee
The Shire of Gingin will form a Bush Fire Advisory Committee to advise on
Council‘s Policies, on matters relating to bush fire prevention, control and
extinguishment, as provided for by Section 67 of the Bush Fires Act, 1954.
(i)
The Shire of Gingin will appoint the number of Bush Fire Control
Officers that it deems appropriate to effectively manage the bush fire
control operations of the Shire, having due regard for the strategic
location of each appointee in terms of the nominated fire service areas,
and their various respective skills and/or experience.
(ii)
One third of the Officers will retire on 31 May of each year.
(iii)
An Officer will be appointed for a period of three years.
(iv)
Nomination‘s for appointments will be received by the Executive
Manager Corporate Services of the Shire of Gingin during the month of
May each year.
(v)
Nominations will be accepted by the Shire of Gingin, either in the form
of a personal application, or an application signed by two nominators
upon advice from Committee or Executive Committee.
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(vi)
During the month of June the Annual General Meeting of the Bush Fire
Advisory Committee will be held where the remaining two thirds of the
Bush Fire Control Officers will elect the required number of personnel
from the applications received and where the Deputy Chief Bush Fire
Control Officer or Officers will also be elected. The position of Chief
Bush Fire Control Officer is an appointment of the Gingin Shire Council
and therefore an election is not necessary.
(vii)
Should a vacancy occur during the year, the Committee may appoint a
person to fill that vacancy for the remaining portion of that year.
(viii) The non-attendance of any Bush Fire Control Officer from three
consecutive ordinary meetings will disqualify the officer from the
position, unless leave of absence has been obtained from the
Committee.
(b)
(ix)
A quorum shall consist of 50% of members of the Committee.
(x)
Minutes of the Bush Fire Advisory Committee meeting will be presented
to Council as soon as practical after each meeting.
(xi)
An Executive Bush Fire Advisory Committee will consist of Chief Bush
Fire Control Officer, Deputy Chief Bush Fire Control Officer/s, Chief
Executive Officer, Executive Manager Corporate Services and the
Senior Ranger and will meet as required, for the purpose of
consolidating information and researching questions raised at Bush Fire
Advisory Committee meetings.
Duties of a Bush Fire Control Officer
A Bush Fire Control Officer (BFCO) is a person who has been approved by
the Shire of Gingin and appointed by the Bush Fire Advisory Committee.
The BFCO‘s appointment must be notified to the Fire and Emergency
Services Authority for publication in the Government Gazette and in a
newspaper circulated in the Shire.
A BFCO has wide powers and is not liable for any damage, loss or injury
caused as a result of the exercise of these powers, provided such actions are
carried out in good faith.
A BFCO is a voluntary worker who gives his/her time in furthering the aims of
fire prevention and control within the Shire.
The only reward is the satisfaction gained in performing a service of the
greatest importance to the individual and community.
BFCO duties may range quite considerably from time to time, but the
following is an outline of the duties he/she is expected to carry out.
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(i)
Attend Bush Fire Advisory Committee Meetings and participate in the
formulation of Fire Control Policies.
(ii)
In company with the Shire Rangers, supervise and inspect the
firebreaks that have been constructed by the various landowners in
his/her locality and impress on these owners the necessity to meet and
maintain the required standard.
(iii)
Issue Bush Fire Permits to various persons for the burning of bush and
impress on these people the necessity to abide by the terms as set out
on the permit.
(iv) Prevent bush fires and protect life and property in the case of an
outbreak of a bush fire.
(v)
(c)
Demand the name and address of any person committing an offence
against the Act and to report to a Shire Ranger. Any person refusing to
provide his/her name to a Bush Fire Control Officer may be arrested
without warrant.
Perth/North Region District Officers Advisory Committee (DOAC)
The Shire of Gingin shall be a member of the Perth/North Region District
Officers Advisory Committee (DOAC) pursuant to the powers confirmed
under section 68 of the Bush Fires Act, 1954. The Shire of Gingin shall
nominate one delegate and one deputy each year to represent it on the
DOAC.
(d)
Volunteer Bush Fire Brigade
Volunteer Bush Fire Brigades will be established and maintained in the
various fire areas providing proper and adequate fire protection.
(i)
The Shire of Gingin will encourage members of the Volunteer Brigades
to participate in training programs offered by the Shire and the Fire and
Emergency Services Authority. (Refer to the Shire of Gingin‘s Bush Fire
Training Policy Appendix ―A‖.)
(ii)
The Chief Executive Officer is authorised to approve and record
applications for enrolments as Fire Fighting members, without reference
to the Bush Fire Advisory Committee.
(iii)
The Shire of Gingin shall ensure that Bush Fire volunteers are provided
with safe working equipment and the safest work systems practical and
to minimise the frequency of accidents and injury. (Refer to the Shire of
Gingin‘s Policy on Safety and Health relating to Volunteer Bush Fire
Fighters - Appendix ―B‖.)
(iv) Profiles of a Fire Fighter, Brigade Officer, Bush Fire Control Officer,
Chief Bush Fire Control Officer. (Refer to the Shire of Gingin‘s Profiles
of a Fire Fighter - Appendix ―C‖.)
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(e)
POLICY MANUAL
Hazard Reduction Operations
(i)
All hazard reduction operations undertaken by a Bush Fire Brigade shall
be authorised by the Shire, in accordance with Council Policy.
(ii)
When a fuel-reduction burn is undertaken by a private land owner with
an appropriately issued fire permit and the fire escapes from that land,
the costs incurred in fighting and extinguishing the fire shall be deemed
non-recoverable in the event that all permit conditions have been
complied with.
(iii) When a fuel-reduction burn is undertaken by a private land owner with
an appropriately issued fire permit and the fire escapes from that land,
the costs incurred in fighting and extinguishing the fire shall be deemed
recoverable in the event that it can be proven that permit conditions
have not been complied with.
(iv) In the event that a fuel-reduction burn is undertaken by a private
landowner outside of the restricted period and the fire escapes from the
land, cost recovery shall be at the discretion of the Chief Executive
Officer on the recommendation of the Chief Bush Fire Control Officer,
having regard for the time, place and circumstances which gave rise to
the escape of the fire.
(f)
Administration
(i)
The Shire of Gingin shall enforce the requirements of the Bush Fires
Act, 1954.
(ii)
The Bush Fire Advisory Committee shall be responsible for
administering the provisions of the Act and the Shire of Gingin Bush
Fire Policy.
(iii)
The Council hereby authorises the Chief Executive Officer, Executive
Manager Corporate Services, Chief and Deputy Chief Bush Fire Control
Officers, Rangers, Works Supervisor and Assistant Works Supervisor,
upon request from the Incident Controller of a Bush Fire, to:

Call out or authorise the use of Shire vehicles, plant or equipment
other than that normally used exclusively for fire fighting or control.

Hire, use or authorise the hire or use of privately owned vehicles,
plant or equipment.
(iv) Infringement Notices
Only persons authorised to do so by the Shire of Gingin may issue
Infringement Notices for Offences under the Bush Fires Act, 1954 and
that authority once given, shall remain in force until such time as it is
revoked by the Shire of Gingin.
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(v)
Withdrawal of Infringement Notices
In accordance with the provisions of Section 59A(5) of the Bush Fires
Act, 1954, Council delegates authority to the Chief Executive Officer
and Chief Bush Fire Control Officer to withdraw Bush Fire Infringement
Notices.
(g)
Firebreak Infringement Notices
The Shire of Gingin will give notice by no later than the 30 September each
year, to all owners or occupiers of land within its district, that firebreaks must
be installed on or before the first day of November of each year.
The Shire of Gingin will thereafter give no further notice of its firebreak
requirements.
After the first day of November, an Infringement Notice carrying a penalty as
per Section 33 of the Bush Fires Act, 1954 may be served on owners or
occupiers of land who have not complied with the Shire‘s firebreak
requirements and compulsory firebreaks may be installed at the owner‘s or
occupier‘s expense.
(h)
Fire Occurrence Statistics/Reports
The Bush Fire Control Officer will submit fire reports on the forms provided by
the Fire and Emergency Services Authority (FESA), to the Shire Ranger,
within forty-eight (48) hours of the fire occurrence.
As soon as Fire Reports that appear to require attention or action are
received, the contents of same are to be referred to the Shire Ranger for
possible investigation.
(i)
Roadside Burning
The Committee or Executive will approve of applications to carry out
controlled burning on roadways under the Shire‘s control. Signs indicating
―Roadside Burning Ahead‖ are to be erected at both ends of the controlled
burn. All roadside burns are to be the direct responsibility of the Bush Fire
Brigade or Bush Fire Control Officer in the area. Approval to burn on the
Brand Highway or the Perth/Lancelin Road is to be given only after
consultation with Main Roads Western Australia, Western Australian Police
Service and the Shire.
(j)
Prohibited and Restricted Burning Times
Restricted Burning Periods The restricted burning periods within the Shire of Gingin are:
1 October to 21 November
1 March to 31 May
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Prohibited Burning Periods The prohibited burning periods within the Shire of Gingin are:
22 November to 28 or 29 February
Variations to either prohibited or restricted burning times or conditions may
be varied by the Chief Bush Fire Control Officer and the Chief Executive
Officer for a period of up to fourteen days at a time. Such variations are to be
reported to Council and Bush Fire Control Officers.
(k)
(l)
Response to Hazardous Material Spills/Fires
(i)
Hazardous material spills/fires will be attended by Fire and Emergency
Service Authority volunteers.
(ii)
Bush Fire Brigades will assist FESA extinguish bush fires that are
associated with the incident if it is safe to do so.
(iii)
Local government will provide resources in the recovery phase.
Prosecutions and Fire Reports
Bush Fire Control Officers may recommend prosecution where considered
desirable when submitting Fire Reports, with the knowledge they will be
called upon to give evidence.
(m) Firebreaks
Shire Rangers shall be authorised to approve or reject applications from
landowners for reasonable extensions of time in which firebreaks are to be
provided and to approve, or reject requests for approval to provide firebreaks
in alternative positions. Fire Control Officers are to be consulted in this
process.
(n)
Burning Off
Sunday Burning:
The lighting of bush or fires is not permitted on a Sunday at any time during
the Restricted Burning period.
Public Holidays:
The lighting of fires to burn bush on a public holiday is permitted with the
exceptions of Good Friday, Easter Saturday and Easter Sunday, under
Section 15 (b) of the Bush Fires Act, 1954.
Garden Refuse:
A permit to burn must be obtained for the burning of any garden refuse
during the Restricted Burning Period. Garden refuse is not to be burnt in the
Prohibited Burning Period.
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(o)
POLICY MANUAL
Vehicles

The Shire of Gingin shall provide and maintain fire fighting appliances
and equipment pursuant to the powers conferred under Section 36 of
the Bush Fires Act, 1954.

All Shire fire fighting appliances will be painted in accordance with
FESA Policy.

Maintenance and repair of all Shire-owned appliances and equipment
will be the responsibility of the Shire in conjunction with local brigades.

All replacement parts or equipment will be purchased on an official
Shire Order form.

The Brigade Captain will submit reports of damage to Shire appliances
or equipment to the Shire‘s mechanic as soon as practicable after the
damage has occurred.

The driver of a Shire fire fighting appliance shall be responsible for
bringing to the attention of the Brigade Captain and the Shire‘s
mechanic any defects in the tyres, brakes or other components of that
appliance, which in his/her opinion render the appliance un-roadworthy.

The Brigade Captain will be responsible for:
(i)
Ensuring that the Brigade appliances are serviced and checked on
an annual basis by the Shire Mechanic.
(ii)
Ensuring that the battery, tyres, water, oil, fuel extinguishers and
connected hoses of the Shires fire fighting appliances are checked
on a regular basis.

Fire fighting appliances allocated to Volunteer Bush Fire Brigades will
be stationed at the Brigade Headquarters or other locations nominated
in writing by the Brigade and agreed to by the Bush Fire Advisory
Executive Committee.

No fire fighting appliance shall be removed from the Brigade
Headquarters or other nominated location by any person without the
Brigade Captain or another Officer of the Brigade being advised either
verbally or in writing of the intended location of the appliance.

The Brigade Captain will at all time keep the Bush Fire Advisory
Executive Committee informed of any changes of the day-to-day
location and operational status of the brigade‘s appliances.

The driver of any Shire fire fighting appliances will hold a current
driver‘s licence of the class appropriate for the appliance being driven
and be either:
(i)
A Shire of Gingin employee;
(ii)
A registered member of the Volunteer Bush Fire Brigade; or
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(iii)
(p)
Any person authorised by the Committee or Bush Fire Control
Officer to do so.

The driver of a Shire fire fighting appliance shall at all times observe the
provisions of the Road Traffic Code, in particular those applying to
emergency vehicles.

Fire fighting appliances shall be used for approved official purposes
only as detailed in this policy.

Where vehicles are to be identified by painting numerals on the bonnet,
roof or other body panel, the number to be used shall be the last two
numerals of that vehicle‘s registration plate on the side panels and
SELCALL numbers on top panels.
Equipment and Tools
Each fire unit shall be supplied with such equipment and tools as deemed
necessary by the Bush Fire Advisory Executive Committee.
(q)
Safety Clothing and Footwear
The Shire will require fire fighters to wear protective clothing as
recommended in all relevant standards and operating procedures.
(r)
(s)
Communications

An efficient two-way radio network will be established for fire fighting
communications.

Each Brigade unit will be fitted with Low Band radios and such radios as
necessary to maintain contact between other units, the Incident
Controller and FESA/DEC appliances.
Insurance
The Shire of Gingin will obtain and keep current a Policy of insurance for fire
fighters and equipment as provided pursuant to Section 37 of the Bush Fires
Act, 1954, and such Policies shall be reviewed annually and will cover
personnel, equipment and vehicles whilst engaged on emergency duties
such as fire fighting or prevention, training exercises or other activities duly
authorised by the Committee.
(t)
Subdivisions
A recommendation for approval for all subdivisions within the Shire of Gingin
will be that all subdividers will contribute either funds towards the provision of
fire fighting equipment, fire fighting plant, an adequate water supply or a
combination of each. Money obtained from this procedure will be placed in a
trust fund and managed by Shire of Gingin administration.
A copy of all Subdivision Fire Management Plans should be referred to the
Bush Fire Advisory Committee for comment and approval.
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APPENDIX A
SHIRE OF GINGIN - BUSH FIRE TRAINING POLICY
1.
Training and the Bush Fire Organisation
The Shire of Gingin recognises that volunteer bush fire fighters must be properly
trained to perform their tasks in a safe and efficient manner. Responsibilities differ at
various levels in the fire organisation and accordingly, the level of skills required to
perform related tasks varies also.
The Shire of Gingin recognises that a basic level of skills is required for all members
of the organisation.
To ensure that bush fire volunteers are adequately skilled to fulfil these roles, the
Shire of Gingin adopts a Training Policy and supports its Brigade Officers in the
implementation of same.
The Shire of Gingin accepts that Basic Training for fire fighters is the foundation for
future training. Basic training ensures that fire fighters are trained to work in a safe
and effective manner and as such, is a pre-requisite for later attendance at Fire and
Emergency Services (FESA) Certificate Courses.
2.
Training Fire Fighters
It is the Shire of Gingin‘s Policy that:
a.
A training Officer or Officers be appointed to oversee the Shire of Gingin fire
fighters; or
That Bush Fire Brigades appoint an Officer or member of their Brigade as the
Brigade Training Officer.
It will be the responsibility of these Officers to ensure that all fire fighters are
trained in basic fire fighting procedures and in the efficient and safe operation
of the Brigade‘s equipment.
b.
The Shire of Gingin will encourage members of Brigades to participate in the
training programs offered by FESA.
c.
Appointed Training Officers will undertake a Certificate IV in Training and
Workplace Assessment course with FESA and will adopt and practise the
procedures and standards recommended by FESA.
d.
All Training Officers appointed by the Shire of Gingin and/or Brigades will be
required to present training to fire fighters throughout the Shire.
e.
Safety of Personnel - the person in charge of training shall at all times keep
the safety of those personnel under his/her direction as a primary
consideration.
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f.
3.
POLICY MANUAL
Council will ensure that appropriate insurance policies/extensions are held to
cover volunteers whilst training.
New and Serving Brigade Members - Training Standards
a.
Trainees (New Members)
(i)
Persons joining a Brigade are classified as Trainee Members.
(ii)
A Trainee is a member of a volunteer Bush Fire Brigade who has not
completed a probationary period (three months), or the Basic Training
Course.
(iii)
Trainees should not be engaged in physical fire fighting duties at the fire
face and wild fire situations until they have qualified as fire fighters.
(iv) A qualified fire fighter is a volunteer Bush Fire Brigade member who has
completed the requisite fire course, their probationary period, and is a
minimum of fifteen years of age.
b.
Serving Members
It is the Shire of Gingin‘s Policy that:
(i)
Serving Brigade members who have not already undertaken formal
training courses must satisfy their Brigade Training Officer that they
have a level of knowledge and skills at least equal to the Basic Training
level.
(ii)
Brigade members/Officers likely to be promoted within a Brigade should
be encouraged to attend accredited courses conducted by FESA.
(iii)
That promotion within the Brigade should be based on experience and
accredited training.
(iv) The Shire of Gingin will require its Fire Officers to be trained to a level
consistent with rank and role within the bush fire organisation.
c.
Bush Fire Training Committee
It is the Shire of Gingin‘s Policy that:
(i)
The Shire of Gingin establish a Bush Fire Training Committee
consisting of the Brigade‘s Training Officer, together with the Brigade
Captain and the Chief Bush Fire Control Officer or Deputy, to advise the
Bush Fire Advisory Committee/Council on matters pertinent to the
safety and training of volunteer bush fire fighters.
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d.
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FESA Training Courses
FESA assists the Shire of Gingin by providing a variety of training courses
with defined pre-requisites which address specific skills and knowledge
required by the various levels of Brigade members. These courses offer an
accredited level of training which recognises a career structure and
development program for the volunteer fire fighter.
It is the Shire of Gingin‘s Policy that:
(i)
This system of formal training is adopted for its bush fire organisation.
(ii)
The Shire of Gingin will require FESA Training Courses accreditation as
a pre-requisite for the appointment of Fire Control Officer, Deputy Chief
Bush Fire Control Officer and Chief Bush Fire Control Officer levels.
APPENDIX B
POLICY ON SAFETY AND HEALTH RELATING TO
VOLUNTEER BUSH FIRE FIGHTERS
The Shire of Gingin recognises the extremely valuable contribution to the community made
by the Bush Fire Volunteers.
It is the Policy of the Shire of Gingin to ensure that Bush Fire Volunteers are provided with
safe working equipment and the safest work systems practical and to minimise the
frequency of accidents and injury.
The Shire of Gingin recognises that both the Shire and Bush Fire Volunteers have a
responsibility for safety and health.
1.
Shire of Gingin Responsibilities
All practical efforts will be made to:
a.
Instruct Bush Fire Volunteers in the use of safe working equipment.
b.
Ensure provision of safe working equipment.
c.
Encourage the provision and utilisation of a high standard of protective
clothing and equipment appropriate to the task.
d.
Ensure provision of adequate first aid facilities.
e.
Investigate any accidents and possible safety and health risks and take
appropriate action.
f.
Provide a mechanism for joint Shire/FESA/Volunteer consultation.
g.
Review the effectiveness of Bush Fire Volunteer training, safety and health
policies as required.
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Volunteer Responsibilities
a.
To maintain a reasonable standard of fitness.
b.
To ask senior Officers about safe working procedures.
c.
To identify safety and health hazards and to report these to senior officers.
d.
To observe safe working practices and avoid unnecessary risk.
e.
To understand that each volunteer has a responsibility for their own safety
and the need to follow safe working procedures.
f.
To ensure that the correct standard of dress is worn and to make proper use
of personal protective equipment whenever necessary and when required to
do so.
The Shire of Gingin acknowledges that the occupational risks inherent in fire fighting
and other emergency duties undertaken by Shire Fire Volunteers are significant and
the probability of serious injury is high. Strict adherence to safety guidelines and
procedures in these circumstances is not always possible. However, it is the
intention of the Shire of Gingin to develop and implement safety and training policies
to minimise the occurrence of injury to Bush Fire Volunteers, both on the fire ground
and in the performance of all other duties.
APPENDIX C
PROFILE OF A FIRE FIGHTER
1.
At all times, Brigade members engaged in training, fire suppression, hazard
reduction or any authorised activity must be in accordance with the Brigade‘s
constitution/objectives and Local Authority Policy.
2.
Brigade members have a responsibility in the manner they present, conduct or
represent themselves or their Local Authority, not only to themselves but to their
fellow members, their families and members‘ families.
3.
All Brigade members have a duty of care to their fellow members to ensure that they
are in good health and physically fit to carry out the task allocated to them so that
their actions will not jeopardise the safety of fellow members.
4.
They will endeavour to promote the Brigade‘s objectives and to participate in fuel
reduction and training programs to the desired level within the Brigade and in
accordance with their role in the Brigade.
5.
Brigade members should set an example to their community by their dedication to
fire protection. Their home/land should be an example to the community and the fire
station should be an extension of their home.
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6.
The Bush Fire Brigade member has a valuable contribution to make to the Brigade
and community and thus has a commitment/responsibility to Local and District fire
protection.
7.
All Brigade members must acquaint themselves with the Shire of Gingin‘s Bush Fire
By-Laws, Policy and Fire Protection Plans.
PROFILE OF BUSH FIRE BRIGADE OFFICERS
The Captain
1.
Is in charge of all fire fighters and members of the Brigade.
2.
Is responsible for the safety and well being of all personnel under the Captain‘s
control at any time when involved in any activities whilst representing the Brigade
and the Local Authority.
3.
Has a responsibility to ensure the standard of equipment is maintained at a high
level of proficiency and in a safe manner.
4.
Is responsible for the coordination of Brigade resources in fire-related matters.
5.
Shall be seen as a leader with demonstrated skills and with the capability to
delegate tasks to ensure the proper running and maintenance of the Brigade and
its objectives.
6.
Is required to have an intimate knowledge of the Brigade‘s area of responsibility,
including high risk areas, firebreaks, access, water supplies and major landowners
and land vestings.
7.
Is required to have a knowledge of the special abilities of Brigade members and to
be able to coordinate these skills and abilities to the benefit of the Brigade and its
members.
8.
Shall have a demonstrated ability to liaise with adjoining Brigades and to operate
the Brigade under the direction of a Fire Control Officer to ensure best use of the
Brigade and its resources.
9.
Is required to assume the duties and responsibilities of a Fire Control Officer in the
absence of the Fire Control Officer.
10.
Is responsible for adequate training of members as per Council‘s Training Policy.
Lieutenants
1.
Are responsible for the crew and fire equipment in their charge.
2.
Will assume the duties and responsibilities of the Captain in order of seniority in the
Captain‘s absence.
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3.
Are required to carry out any instruction given directly by the Captain, or in the
Captain‘s absence, the Fire Control Officer.
4.
Are required to ensure that the crew present themselves in a safe manner and act
in a safe manner so as not to endanger members of the crew.
PROFILE OF A BUSH FIRE CONTROL OFFICER
Duties
The main duties of a Bush Fire Control Officer relate to fire prevention. The Fire Control
Officer is the Officer through whom Local Government works to control the use of fire
appliances, certain machinery and operations at the times of the year when there is a high
probability of bush fires.
The Bush Fire Control Officer can impose limitations, conditions and restrictions on these
activities by issuing permits, requisitions or through verbal communication.
In all cases, the Fire Control Officer works in close contact with the public, frequently in an
enforcement role. At other times, the Fire Control Officer imposes conditions on activities
that may become more onerous to carry out. The Fire Control Officer also has an advisory
function on general fire safety.
In carrying out their duties, Fire Control Officers have the power of entry onto land or into
buildings, an activity that may be construed by some as an invasion of privacy.
In fire suppression, the duties of a Fire Control Officer involve the direction of volunteers
and brigades. The Fire Control Officer is responsible for tactical decisions that would
involve life and property and has wide powers when involved in fire fighting.
In all duties, Officers are subject to Shire of Gingin direction, control and possible limitation
of powers conferred by the Bush Fires Act, 1954.
Experience and Temperament
Bush Fire Control Officers must have experience in dealing with the public, as they are in
charge of situations and issues which may become contentious.
To maintain their position, they must have a good working knowledge of Bush Fire
legislation and the fundamentals of bush fire prevention work and fire behaviour.
Fire Control Officers must have an even temperament, as they may be called to deal with
provocative situations. However, at the same time they must have sufficient strength of
character to maintain their ground.
In fire suppression, a working knowledge of legislation as it relates to powers of Bush Fire
Control Officers is essential, as is a knowledge of fire suppression techniques, preferably
gained by experience from the grassroots upwards.
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Officers must be trusted and respected by Brigade personnel if they are to be their
leaders. They must command obedience and respect and must be capable of positive
action. They must have a clear understanding of their role and their relationship to the
Shire of Gingin, i.e., they are required to carry out fire protection work as the Shire of
Gingin directs.
In looking for a Fire Control Officer, you would look for:
a.
A person of integrity.
b.
A reasonable educational background.
c.
Steady and reliable character.
d.
A person willing to take as well as give orders.
e.
A high sense of responsibility.
f.
Relevant fire experience.
Persons selected to be Fire Control Officers must be physically fit, particularly if there is to
be an accent on fire suppression.
PROFILE OF A CHIEF BUSH FIRE CONTROL OFFICER
Duties
The Chief Bush Fire Control Officer (CBFCO) is the most senior Fire Control Officer
appointed by a Municipality. The CBFCO has all the powers and responsibilities conferred
on Bush Fire Control Officers by the Bush Fires Act, 1954 and Regulations.
The CBFCO is a source of appeal where the issue of a permit has been refused.
As the most senior member of a Local Authority bush fire organisation, the CBFCO may
take overall charge of fire fighting in the Municipality. The CBFCO is expected to assume
the role of leader, guide and mentor to more inexperienced Bush Fire Control Officers and
the bush fire organisation in his/her area.
The CBFCO provides coordination between the various parts of the organisation, as well
as between Municipalities and other fire suppression agencies.
Experience and Skills
The qualifications relevant to Bush Fire Control Officers apply equally to the Chief Bush
Fire Control Officer. As the Senior Officer, leadership skills must be recognised and
accepted by his/her peers, and their respect must be commanded.
In effect, the Chief Bush Fire Control Officer is the Manager of the local bush fire
organisation and, as such, must have considerable managerial skills and a wide
knowledge of the fire organisation in the Municipality.
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Relationship with the Authority
The Chief Bush Fire Control Officer must enjoy the confidence of his/her Local Authority
and have adequate authority (or access to it) to use Shire resources and/or funds when
fires may warrant such action.
While the choice of Bush Fire Control Officers can be influenced to a large degree by
Brigades and volunteers, the choice of Chief Fire Control Officer is an important decision
which properly lies with Council.
ADOPTED: COUNCIL 20 JUNE 2006
AMENDED: COUNCIL 19 JUNE 2007
REVIEWED: 19 APRIL 2011
4.3
CONTRIBUTION TO LEGAL FEES - VOLUNTEER FIRE FIGHTERS
4.3.1 That the Shire President and Chief Executive Officer be granted Delegated
Authority to approve expenditure to a maximum of $2,500.00 per volunteer
fire fighter, to assist all volunteers to engage legal representation, if required,
during the conduct of any Police investigation into matters arising from fire
fighting within the Shire of Gingin.
4.3.2 To limit the offer of financial support until any official findings are forthcoming
from any Police investigation, and further financial support be subject to
individual Council resolution, if necessary.
4.3.3 State, for the public record, the basis for this decision as being primarily
support for the members of all Volunteer Fire Brigades whilst engaged in the
fighting of fires.
ADOPTED: COUNCIL 18 MARCH 2003
REVIEWED: 19 APRIL 2011
4.4
TRADING ACTIVITIES WITHIN LANCELIN FORESHORE RESERVES
1.0 Policy Area
This Policy applies to Lancelin Foreshore Reserves.
2.0 Policy Objectives
This policy will:





Maximise safety for beach users;
Ensure only approved traders are permitted to operate from the Shire of
Gingin‘s Lancelin foreshore reserves;
Minimise disruption to beach users;
Provide a guideline for the processing of trading applications; and
Minimise conflict between different traders.
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3.0 Policy Statement
3.1 General Standards
3.1.1 Licence conditions for Surfing, Windsurfing and Kite-surfing Trading
Activities.

Approval of the Trading Permit is to be reviewed on an annual
basis.

The operator is required to hold Public Liability Insurance
coverage of a minimum of $10 million. A Certificate of Currency
shall be deposited with the Shire at the time of payment of the
annual fee. The Insurer must be registered with Australian
Prudential Registration Authority (APRA), or as approved by the
Shire of Gingin.

Surfing Coaches must possess relevant Coaching Certificates
as required by Surfing Australia or international equivalent.
Windsurfing Coaches must possess relevant Coaching
Certificates as required by the Australian Yachting Association
or international equivalent. Kite-surfing Coaches must possess
relevant Coaching Certificates as required by the Australian
Kiting Association or international equivalent.

A Permit holder must possess all necessary safety training as
required by the governing body of the relevant activity. Where a
trading business is not covered by a relevant governing body,
the applicant must obtain a Senior First Aid Certificate inclusive
of current CPR qualifications, which shall remain current
throughout the operation of the venture, if so directed by the
Local Government.

The operation must not in any way obstruct either vehicular or
pedestrian traffic along the Foreshore Reserve where public
access is permitted.

The vehicles, trailers and all associated equipment are to be
removed from the Reserve daily and stored off site.

The Trader shall comply with, but not be limited to, the
provisions of the Shire‘s Local Laws relating to Activities in
Thoroughfares and Public Places and Trading Local Law
(2004).

At no point shall the business encroach into any sun-sheltered
areas provided for the general public.

The Shire of Gingin accepts no responsibility for any loss,
damage or otherwise, which may occur as a consequence of
this approval.
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3.1.2

Signage, if any, shall comply with the Shire of Gingin Local Law
relating to signs.

The Permit provides no exclusive rights to any area of the
Foreshore Reserve.

If, in the opinion of the Local Government, the Permit holder
does not utilise, or substantially utilise, the Permit issued, the
Local Government reserves the right to revoke the Permit at
any time or to refuse renewal.

Surfing Instructor to student ratio to be no more than 1:8 in the
water.

Kite-surfing Instructor to student ratio to be no more than 1:2 for
Level One instructors and 1:4 for Level Two instructors in the
water.

Windsurfing Instructor to student ratio to be no more than 1:6 in
the water.

During the months of November to April, the total number of
students allowed for each Coaching Permit is 32 for Surfing, 18
for Windsurfing and 12 for Kite-surfing.

The Permit holder is to provide all necessary first aid and
rescue equipment as required by the governing body of the
relevant activity.

Sub-letting of Trading Permit is not allowed.

Transferring of Permits shall comply with Part 7.8 of the Shire of
Gingin‘s Activities in Thoroughfares and Public Places and
Trading Local Law (2004).

Operations are not to be conducted within 50m either side of
the Lancelin Back Beach Pedestrian access.

A Permit holder is to produce to an authorised person, his or
her permit, immediately upon being required to do so by that
authorised person.
Fees and Charges.
Fees and charges for Trading Permits shall be as approved in the
Shire of Gingin Municipal Budget for each financial year.
3.1.3
Criteria
All applicants for Surfing, Windsurfing and Kite-surfing Coaching
operations shall be required to prepare a Management Plan
addressing the following criteria:
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




3.1.4
Previous coaching experience;
Safety of students;
Safety of Public;
Compliance with relevant Shire of Gingin Local Laws and
Policies; and
Sound customer service and public relations skills.
Number and Type of Permits relating to Surfing, Windsurfing and
Kite-surfing
Permits for Surfing, Windsurfing and Kite-surfing Coaching and Hire
operations may be approved by the Chief Executive Officer in
consultation with Ward Councillors as follows:
Precinct 1
Nil
Precinct 2
2 x Kite-surfing Permits
Precinct 3
Nil
Precinct 4
Nil
Precinct 5
Nil
Precinct 6
2 x Windsurfing Permits
Precinct 7
Nil
Precinct 8
3 x Surfing Permits
3.1.5
Trading Permits for other beach related activities may be approved
by the Chief Executive Officer in consultation with the Ward
Councillors.
3.1.6
In respect to permits issued under this Policy, an Advice Note shall
be incorporated in the Permit confirming that there may be conditions
imposed under other prevailing State Legislation for which the permit
holder shall have proper regard.
ADOPTED: COUNCIL 6 DECEMBER 2005
REVIEWED: 19 APRIL 2011
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4.5
POLICY MANUAL
HANDOVER POLICY FOR NON SPORTING USE OF FOOTBALL/CRICKET
RECREATION OVER
That a handover be conducted at the conclusion of any event in which a
Recreation Oval or Sporting Ground has been used for a non-sporting purpose, in
order to determine the condition of the Grounds and as to whether, or not, the
responsible party is to repair any damages. A Council, Gingin Recreation Group
and responsible party representative must be present at any such handover.
ADOPTED: COUNCIL 1 JUNE 2010
REVIEWED: 19 APRIL 2011
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5.0 HEALTH
5.1
RUBBISH SERVICES TO CLUB PREMISES
Local clubs which lease or are licensed to use and occupy premises on Shire land
will be required to meet the cost of a rubbish removal service provided by the
Shire or its contractors over and above one 240 litre mobile garbage bin, which will
be initially supplied by the Shire and serviced.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
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6.0 TOWN PLANNING AND DEVELOPMENT
6.1
ACCEPTANCE OF MANAGEMENT
FORESHORE RESERVES
ORDERS
BY
THE
SHIRE
OVER
Management responsibility for reserves created under S.152 of the Planning and
Development Act 2005 as a consequence of subdivision will only be accepted by
the Shire if the reserve:
(a)
Is accessible by an already constructed road that, in due course, will be
linked into the existing local road network; or
(b)
As a consequence of subdivision is provided with a road by the developer
that is linked into the existing local road network; or
(c)
Is located within the boundaries of a gazetted townsite; or
(d)
Will provide a beneficial extension to an area of land already owned or
managed by the Shire of Gingin.
Note: Notwithstanding any other Policy provision, where, in the public interest, the
protection of the foreshore is deemed appropriate the Council may, at its
discretion, accept a foreshore reservation.
ADOPTED: COUNCIL 18 FEBRUARY 1999
REVIEWED: 19 APRIL 2011
6.2
LAND CLEARING – MANNER FOR DEALING WITH APPLICATIONS TO CLEAR
1.0 Policy Area
This Policy relates to all ―Rural‖ zoned land within the Shire of Gingin.
2.0 Purpose
The purpose of this policy is to provide definitive parameters to assist Shire staff in
responding to the Department of Environment and Conservation in relation to
Applications to Clear Native Vegetation, without the requirement for all such
applications to be referred to Council.
3.0 Policy Provisions
1.
In order to satisfy the purposes of this policy, the following general protocols
shall prevail:
(a)
Where a referral is received from the Department of Environment and
Conservation in respect to a land clearing proposal and such land
clearing is to facilitate a land use which is ―as of right‖ under the
provisions of Town Planning Scheme No. 8, the Chief Executive Officer
be authorised to respond to such application raising no objection.
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(b)
Where a referral is received from the Department of Environment and
Conservation in respect to a land clearing proposal which is intended to
accommodate a land use which can be approved under delegated
authority, the Chief Executive Officer be authorised to respond to the
clearing application, but only to the extent that the clearing application is
necessary to accommodate a development the subject of an application
for Planning Consent.
(c)
Where a referral is received from the Department of Environment and
Conservation in respect to a land clearing proposal which is to
accommodate a land use for which the Shire has retained the right to
approve or refuse, such application for clearing shall be considered
simultaneously with the application for Planning Consent with Council‘s
position in respect to such clearing being determined by virtue of its
support or otherwise for the proposed discretionary land use.
2.
Where a referral is received from the Department of Environment and
Conservation in respect to land clearing which relates to an unapproved land
use, the Chief Executive Officer be authorised to advise that the application
for land clearing is premature in the absence of such a land use approval.
3.
In the event that an application for Planning Consent necessitates the
clearing of land and the land in question has, in the opinion of staff,
significant live standing vegetation which may be worthy of preservation, the
Chief Executive Officer will, prior to exercising his authority, liaise with the
Shire President and relevant Ward Councillor (s) to secure a political
perspective in respect to the proposal.
4.
In the event that the political perspective suggests that the vegetation in
question is worthy of preservation, regardless of whether the proposed land
use is otherwise permitted, the application for Planning Consent and/or the
application for clearing shall be referred to Council for a formal decision.
ADOPTED: COUNCIL 7 DECEMBER 2004
REVIEWED: 19 APRIL 2011
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7.0 ENGINEERING
7.1
CROSSOVER SUBSIDY
7.1.1 Gross Rental Value (GRV) Rated Properties
Half the cost of a standard three metre wide vehicle crossing, placed from
road pavement to the front boundary alignment of a private property will be
met by the Shire of Gingin up to a maximum of $250.00 on a dollar for dollar
basis, provided that it is the first constructed on that lot and application is
made within four years of the completion of a dwelling or commercial
premises on a vacant lot. The remaining cost is payable by the landowner.
This contribution is made on the condition that it is the first such crossover
constructed to service any subdivided townsite lot, or group of contiguously
rated townsite lots, and that the crossover is not related to a subdivision or
planning development application, in which case the property
owner/developer is responsible for all construction costs associated with the
crossover.
7.1.2 Rural or Unimproved Value (UV) Rated Properties
Half the cost of a standard three metre wide vehicle crossing, placed from
road pavement to the front boundary alignment of a private property will be
met by the Shire of Gingin up to a maximum of $250.00 on a dollar for dollar
basis.
This contribution is made on the condition that it is the first such crossover
constructed to service any subdivided rural lot, or group of contiguously rated
rural lots, and that the crossover is not related to a subdivision or planning
development application, in which case the property owner/developer is
responsible for all construction costs associated with the crossover.
With respect to Policy 7.1.2, no payment shall be made retrospectively.
ADOPTED: COUNCIL 1 OCTOBER 2002
REVIEWED: 19 APRIL 2011
7.2
PLAYGROUND EQUIPMENT
All playground equipment purchased by the Shire of Gingin, donated or supplied
on a joint venture basis and constructed on Shire owned or controlled land, shall
be according to the Australian Standards Association Playground Equipment for
Parks, Schools and Domestic Use.
The Chief Executive Officer may order the immediate removal of any item of
equipment that is non conforming and/or dangerous, and shall have the authority
to remove any item of play equipment and have it placed in the Shire‘s Depot if the
order for its removal is disregarded.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
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7.3
POLICY MANUAL
REMOVAL OF FLORA, FIREWOOD ETC.
The Chief Executive Officer shall be responsible for the approval or rejection of all
requests received for the removal of mature flowers, cuttings, seeds, plants,
firewood from dead trees or those that are programmed for removal on Shire
owned or managed land.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
7.4
ROAD VERGE DEVELOPMENT CRITERIA – URBAN AREAS
The Shire of Gingin‘s policy is to encourage and support the development of road
verges in urban areas, either maintained grass style or dry garden style or a
mixture of both.
The preferred style is the fully grassed option with irrigation and up to two
trees/20m of frontage. Any irrigation system is to be installed and operated to
avoid nuisance to the public. All pipes are to be installed at a minimum depth of
400mm and pop-up type sprinkler equipment is preferred.
The trees shall not be planted on the 3.5 m offset so as to avoid electrical power
lines and all other services. No trees are to be planted within 15m of street corners
or within 7m of crossovers.
Subject to keeping the verge clear for the first 2.5m width from kerb or seal a dry
garden style of small vegetation, shrubs and ground covers may be established,
however, no large rocks or non frangible items can be placed on the road reserve.
Weed control using plastic sheeting with aggregate, tan bark, pine chips, pea
gravel overlay is acceptable.
Any improvements placed or constructed on the verge is placed there at the risk of
the property owner. The Shire will endeavour to preserve the layout, but no
guarantee can be given.
No assistance can be given by the Shire of Gingin for development, ongoing
operation or maintenance costs.
The levels of new verge areas shall be compatible with properties on either side
and shall slope toward the kerb at a 1 in 40 grade approximately or the property
line level should be 150mm above the top of the kerb. Where the Shire has
designated one side of the road for a future footpath or dual use path levels are to
be provided by Shire staff.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
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7.5
POLICY MANUAL
EXPLORATION DRILLING ON SHIRE ROADS AND RESERVES
It is Council‘s policy that the following conditions be imposed on all licenses to
carry out exploration drilling on Shire roads and reserves.
(a)
The applicant is required to indemnify the Shire at all times against liability
arising from the work.
(b)
The applicant shall provide the Shire with a plan showing the site number
and location of proposed drill holes with the completed application form.
(c)
Application fees to be paid for a licence by applicants for exploration or
investigation for minerals, water and other purposes in the road reserve shall
be as follows, per drill hole or seismic hole.
1 to 5 holes (inclusive)
6 to 10 holes (inclusive)
10 to 30 holes (inclusive)
31 to 100 holes (inclusive)
101 holes and over
License Fee of $200.00
License Fee of $300.00
License Fee of $600.00
License Fee of $1,100.00
License Fee of $1,500.00
(d)
Where an applicant is a company actively mining or drilling in the district and
holds a mineral lease which attracts Shire rates, a discount of 20% will apply
to the license fee payable.
(e)
A refundable deposit, being the same amount as the license fee, is payable.
No discount will apply to the deposit. The fee shall be payable for each
discrete program applied for. The bonds shall be refunded, subject to an
inspection and acceptance by the Shire of Gingin of the site conditions
following the investigation.
(f)
The applicant is required to meet the cost of any damage to any Shire or
private property.
(g)
All holes, trenches and other excavations are to be back-filled with dry soils
and compacted in such a way as to prevent future subsidence. All excess
spoil to be removed where requested. Capping an uncased hole is not
permitted.
(h)
Excavation and bores are to be located a minimum distance of 2 metres from
any bitumen road, drain, fence or driveway.
(i)
Where plant is working such that a traffic hazard exists, signs and lights are
to be used in accordance with the Road Traffic Act.
(j)
The applicant is to be covered by a Public Risk policy (minimum $5 million)
and appropriate Worker‘s Compensation and general policies, as the Shire
will not be liable for any costs arising from the operation.
(k)
The applicant is responsible for ascertaining the position of all public services
including underground services and avoiding damage to them.
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(l)
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Polluted discharges occurring from the work site are to be trapped and only
clean waters will be accepted to the public drainage system.
(m) Large volume discharges are to be dispersed slowly to avoid erosion and
scours to land and drain surfaces.
(n)
The applicant is required to inform the Chief Executive Officer of significant
materials encountered, e.g. Laterite Gravel, Limestone, Granite, Water etc.
(o)
Three (3) days notice is to be given prior to commencement and the
applicant is to provide a timed schedule of works.
(p)
The drilling company shall provide suitable plan/map showing the location of
the holes to be drilled prior to the issue of the letter of approval.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
7.6
ROAD TRANSPORT HEAVY VEHICLE COMBINATIONS
The legislation covering movement of heavy vehicle combinations is quite
complex. Permits are issued by the Commissioner for Main Roads, not by Local
Authorities. These permits relate to vehicles that are larger than semi-trailers and
truck/trailer combinations up to three axle truck/two axle trailer that are licensed
and may use any public road ―as of right‖. Therefore, permits are necessary for
larger vehicle combinations, such as three and four axle truck/three and four axle
trailer, B Doubles, long vehicles and road trains, commonly known as ―Extra Mass
Vehicles‖, conforming to Main Roads Western Australia specifications.
Main Roads Western Australia issues permits relating to the Brand Highway and
the Perth/Lancelin Road, and for the roads which make up the Shire‘s approved
east/west routes, without reference to the Shire. In most cases it will not issue
permits relating to other roads unless the applications are agreed to by the Shire.
(a)
Permit Applications
Extra Mass Vehicles will only be permitted to operate on the Shire‘s
designated heavy haulage routes, however:
(i)
These combinations can be used on all local roads to deliver to and
collect from bona fide primary producers within the Shire of Gingin.
(ii)
Approval may be considered to use these combinations on local roads
within the Shire for delivery to destinations outside of the Municipality.
(iii)
No permits will be issued for the operation of Extra Mass Vehicles on
streets within the Lancelin townsite, with the exception of a Special
Permit issued to Dala Transport for the use of Extra Mass Vehicles to
cart lime sand from Mining Tenement Number M70/54 (Commercial
Minerals Limited) through the Lancelin townsite, subject to the following
conditions:
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
Extra Mass Vehicles are not to use Gingin Road, but are to be
restricted to a route consisting of Bootoo Street, Cockram Street,
Collins Way, Kendall Road and Walker Avenue.

Vehicle movements through the townsite are to be restricted to
between the hours of 0600 and 1800.
The following conditions are to be applied to Extra Mass Vehicles operating
on roads within the Shire of Gingin:
(i)
Through roads designated by the Shire of Gingin must be used as such
by permit holders. Unofficial short cuts will not be condoned.
All permit vehicles operating within the Shire of Gingin shall not exceed
80kph.
(iii)
Permit operators must maintain a close liaison with the Shire of Gingin,
specifically in relation to prevailing weather conditions and adverse road
conditions, which may occur. If operators fail to comply and damage a
road, the Shire will seek restitution to repair the road.
(iv) Any permit holder who fails to comply with these conditions may have
their permit withdrawn, such withdrawal to affect all Local Government
Authority permits. No reinstatement will be contemplated unless the
complaining Local Government Authority is satisfied that the permit
holder will adhere to the conditions.
(c)
Extra Mass Vehicles (Pocket road train configuration) with appropriate
permits may not operate on school bus routes between the hours of 0700
and 0830 and 1500 and 1630.
(d)
Pocket Road Trains
Where Pocket road train configurations are utilised on an infrequent basis to
deliver to or collect from bona fide primary producers within the Shire of
Gingin, the Chief Executive Officer can provide approval or otherwise upon
receipt of a formal application for same.
ADOPTED: COUNCIL 20 NOVEMBER 1997
REVIEWED: 19 APRIL 2011
7.7
HIRING OF SMALL PLANT BY COUNCIL EMPLOYEES
Aim:
To provide Shire of Gingin employees with the opportunity to hire
small plant and equipment from the Shire for personal, domestic
use.
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Objectives:
To define guidelines for the hiring of small plant items from the
Shire of Gingin by employees for personal, domestic use.
Guidelines:
Small plant and equipment shall be defined as ―any equipment or
plant that is not required to be licensed under the provisions of the
Vehicle Standards Regulations or the Road Traffic Act‖.
(a)
Any employee wishing to use small plant and equipment owned by the Shire
of Gingin shall submit a request to the Principal Works Supervisor,
requesting access to particular plant and equipment on specified dates and
for specified times.
(b)
The Chief Executive Officer, Executive Manager Corporate Services and/or
Principal Works Supervisor have the discretion to approve or refuse
requests, depending on the need and availability of the small plant and
equipment for Shire purposes.
(c)
Employees shall sign an indemnification form absolving the Shire of Gingin of
any liability for injury sustained whilst utilising the plant and equipment for
private purposes.
Employees utilising the Shire‘s small plant and equipment for private
purposes shall sign an acknowledgement that any damage occurring to the
small plant and equipment whilst being utilised for private purposes shall be
repaired at the user‘s expense.
(d)
(e)
The Chief Executive Officer, Executive Manager Corporate Services and/or
Principal Works Supervisor, in authorising the private use of small plant and
equipment, shall specify the time by which the small plant and equipment
shall be returned to the Gingin Shire Depot. Any breach of the return
requirement will result in a review of this Policy.
(f)
Hire Charges
All engine operated small plant and equipment shall be hired at a rate of
$5.00 per day, per item of plant or equipment.
All electrically operated plant and equipment shall be hired at a rate of $2.00
per day, per item of plant or equipment.
All static plant and equipment shall be hired at a rate of $0.50 per day per
item of plant or equipment.
(g)
Indemnification
All Shire of Gingin employees hiring small plant and equipment from the
Shire for personal use shall sign the ―Hiring of Small Plant and Equipment
Indemnity‖ form, with such form being witnessed by the Principal Works
Supervisor.
(h)
Only Trained Personnel to Hire Equipment
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All employees hiring small plant and equipment from the Shire of Gingin shall
be suitably trained and competent in the safe operation of the hired small
plant and equipment, as determined by the Principal Works Supervisor or, in
his absence, Acting Works Supervisor.
ADOPTED: COUNCIL 18 SEPTEMBER 1997
REVIEWED: 19 APRIL 2011
7.8
GUIDELINES
FOR
DEVELOPMENT
ROADWORKS,
DRAINAGE
AND
SUBDIVISION
SHIRE OF GINGIN
7 Brockman Street
Gingin WA 6503
GUIDELINES FOR ROADWORKS,
DRAINAGE AND SUBDIVISION
DEVELOPMENT
GENERAL CONDITIONS AND GUIDELINES
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SHIRE OF GINGIN
GUIDELINES FOR ROADWORKS, DRAINAGE AND SUBDIVISION
DEVELOPMENT
Details of new or amended requirements
Clause
Details
SECTION 1:
GENERAL CRITERIA
SECTION 2:
DESIGN PRINCIPLES
SECTION 3:
REQUIREMENTS FOR DRAWINGS
SECTION 4:
CONSTRUCTION OF ROADS
SECTION 5:
CONSTRUCTION OF STORMWATER DRAINAGE
SECTION 6:
CONTROL AND SUPERVISION OF CONSTRUCTION
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SHIRE OF GINGIN
FOREWORD
This document details Council‘s requirements for engineering works associated with the
subdivision and development of land within the Shire.
It is presented in the form of a guideline to Developers/Subdividers rather than a
specification, and is performance or results-based, in which the end result is given rather
than the means of achieving a desired outcome.
These guidelines were prepared by the Shire‘s Engineering Section, and comments on
any matter contained herein are welcome.
Date of Original Issue:
February 1999
Date of Amendment:
March 2011
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TABLE OF CONTENTS
GUIDELINES FOR ROADWORKS, DRAINAGE AND SUBDIVISION DEVELOPMENT.99
SECTION 1
GENERAL
1.1
Development Requirements
1.2
Soil Conditions/Geotechnical Report
1.3
Submissions to the Shire
1.4
Stages of Construction
1.5
Supervision Requirements
1.6
Testing Requirements
1.7
Environmental Requirements
1.8
Notification of Works
1.9
Occupational Health, Safety and Welfare
1.10
Practical Completion of subdivisional Works
1.11
Survey Release
1.12
Bonding Outstanding Works
1.13
Maintenance
SECTION 2 DESIGN PRINCIPLES
2.1
Earthworks
2.2
Contamination Report
2.3
Roads
2.4
Stormwater Drainage
2.5
Miscellaneous Facilities
SECTION 3
REQUIREMENTS FOR DRAWINGS
3.1
General
3.2
Drainage Calculations
3.3
Pavement Calculations
3.4
Required Drawing Scales
3.5
Drawing Information
SECTION 4
CONSTRUCTION OF ROADS AND ASSOCIATED WORKS
4.1
Soil Conditions/Geotechnical Report
4.2
General
4.3
Survey Set Out
4.4
Construction Tolerances
4.5
Clearing Works
4.6
Earthworks
4.7
Soil Stabilisation
4.8
Sub Grade
4.9
Sub Base Course
4.10
Base Course
4.11
Primer Sealing Of Pavement
4.12
Hot Sprayed Bitumen Surfacing
4.13
Concrete Kerbing
4.14
Asphalt Surfacing
4.15
Street Name Plates
4.16
Street Lighting
4.17
Footpaths and Dual Use Paths
4.18
Path and Island Paving
4.19
Lot Filling
SECTION 5
CONSTRUCTION OF DRAINAGE WORKS
5.1
General
5.2
Survey Set Out
5.3
Construction Tolerances
5.4
Materials
5.5
Installation of Manholes and Road Gullies
5.6
Headwalls And Endwalls
5.7
Pipe Laying
5.8
Open Drains
139
141
143
144
144
145
145
146
146
146
146
148
149
151
151
151
161
164
170
170
170
170
171
175
176
177
177
178
178
179
180
180
181
182
183
185
187
188
188
189
189
190
193
197
198
198
201
202
202
204
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SHIRE OF GINGIN
SECTION 6
CONTROL & SUPERVISION OF CONSTRUCTION
6.1
General
6.2
Responsibility for Quality of Construction
6.3
Schedule of Inspections
6.4
Testing & As Constructed Surveys
6.5
Practical Completion
Appendices
SECTION 7
MAINTENANCE & RELEASE
7.1
Survey Release
7.2
Maintenance
SECTION 8
MATERIAL SPECIFICATIONS
8.1
Specification for Crushed Limestone
8.2
Specification for Road Base
8.3
Specification for Sealing Aggregate
8.4
Specification for Asphalt (Bituminous Concrete)
POLICY MANUAL
207
207
207
209
210
211
216
216
219
220
221
222
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SECTION 1 – GENERAL CRITERIA
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1.
POLICY MANUAL
GENERAL
1.1
Development Requirements
1.1.1
Any road and/or drains required to be constructed under the above section of
the Local Government Miscellaneous Provisions Act, shall be constructed to
Council's specifications. It should be noted that this specification deals
principally with materials and methods of construction and design and except
with addition of legal and administrative clauses, should not be used as a
basis for a contract for the construction work. It is not a complete specification
but merely a guide to the standard of work and design required before a road
will be certified to the Department of Planning (DoP) as having been made to
the satisfaction of the Council. The decision of the Council's Engineer in this
regard shall be finally binding and conclusive on all parties.
1.1.2
The word "Shire‘s Engineer" or "Engineer" means and refers to the Shire of
Gingin‘s Engineer.
The word ―Shire‖ means and refers to the Shire of Gingin.
1.1.3
Planning and Development Act 2005 – reads as follows:
When approval of subdivision is deemed to be approval under planning
scheme (Section 157)
(1)
(2)
1.1.4
Subject to subsection (2), when the Commission has approved a
plan of subdivision of any land to which a planning scheme relates,
that approval is to be taken to be approval by the responsible
authority under the planning scheme of the carrying out of works
necessary to enable the subdivision of the land that are —
(a)
shown on the plan of subdivision; or
(b)
required by the Commission to be carried out as a condition
of approval of the plan of subdivision.
When approving a plan of subdivision the Commission may
determine that the approval is not to be taken under subsection (1) to
be approval by the responsible authority under the planning scheme
of the carrying out of works specified in the determination, and the
determination has effect accordingly.
Planning and Development Act 2005 – reads as follows:
Expenses of road or waterway construction and road drainage (Section 58)
(1)
Where a person who is subdividing land is required under this Part to
construct and drain roads or construct artificial waterways shown on
the plan of subdivision that person may—
(a)
carry out or cause to be carried out the construction and
drainage at his or her own expense; or
(b)
arrange for the local government to carry out the work on
behalf, and at the cost and expense, of that person.
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(2)
Where the person does not make the arrangement with the local
government, that person is to pay to the local government, on
demand, an amount (calculated under subsection (3)) to cover the
reasonable costs of the local government in supervising the
construction and drainage.
(3)
For the purposes of subsection (2) the amount is to be calculated as
follows —
(4)
(a)
where the person has not engaged a consulting engineer and
clerk of works to design and supervise the construction and
drainage, the amount is to be 3% of the cost of the
construction and drainage as estimated by the local
government;
(b)
where the person has engaged a consulting engineer and
clerk of works to design and supervise the construction and
drainage, the amount is to be 1½% of the cost of the
construction and drainage as estimated by the local
government.
The local government may require the person to employ a consulting
engineer and clerk of works to design and supervise the construction
and drainage and that person, when required to do so by the local
government, is to carry out the requirement.
The design, preparation of drawings and specifications, and
supervision of construction of subdivision works covered by these
requirements shall be undertaken by the Consulting Engineer or his
authorised representative. The Consulting Engineer shall carry out a
site investigation to determine the geotechnical properties of the soils.
Such information shall form the basis of the design of the roads,
drainage system and site filling. A copy of this site investigation shall
be lodged with the Council prior to or at the same time as drawings
are lodged for approval.
1.1.5 Where a proposed subdivision abuts an existing road reserve
containing a substandard road contained within the road reserve
fronting the subdivision, this road shall be upgraded prior to the
clearance of the subdivision to the required standard for that particular
road as determined by the Shire‘s Engineering Department.
1.1.6 Every attempt shall be made to partially or wholly upgrade
substandard roads fronting new subdivisions, but where it is
impractical to physically construct the road or part thereof in
accordance with this policy, the Subdivider shall lodge a nonrefundable cash contribution with Council prior to the clearance of the
subdivision equal to the estimated cost of the proposed roadworks.
The Subdivider shall be responsible for all damage to existing
facilities, services and structures in both public and private ownership.
Any damage shall be repaired to an acceptable standard without
delay.
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Where the conditions of approval of the subdivision require works to
be carried out in an existing road reserve or on other land under
Council‘s control, a permit to construct works in a street shall be
obtained from Council and a bond in the form of cash or guarantee
from a financial institution acceptable to Council to cover the
reinstatement works of value equal to the estimated cost of the works
plus 25% with a minimum of $1,000, shall be lodged with Council prior
to the approval of the drawings and the work commencing, the unused
portion of the bond to be returned upon the satisfactory completion of
the works. The approval of engineering drawings and specifications
shall not constitute permission to carry out works in streets within the
Shire.
After clearance of survey diagrams by the Department of Planning
and Infrastructure and the Office of Titles, any land delineated and
shown as a new road on such diagrams shall come under the control
of Council.
1.1.7 The supervision fee referred to in Clause 1.1.4 above shall be paid to
Council before construction commences.
The amount of the payment shall be based on the estimated cost of all
of the works at the time of the commencement of the works. Upon
certification of practical completion of the works, the Consultant shall
provide the actual construction cost of the works and the amount of
the supervision fee shall be adjusted accordingly, if necessary.
1.1.8 Drawings and specifications for the construction of roads and drains
shall be prepared in accordance with Section 3 of these requirements
and must be approved by the Shire‘s Engineering Department before
any work will be allowed to commence.
1.1.9 Endorsement of engineering design and drawings by the Shire does
not imply fulfilment of planning requirements in any manner and the
Shire of Gingin excludes liability for any negligent act or omission in
relation to the approval process carried out by the Shire involving the
works the subject of the engineering design and drawings.
1.2
Soil Conditions/Geotechnical Report (Council Policy)
The Shire of Gingin has varying soils and water table conditions. The Shire
requires a Geotechnical report to certify that the land is suitable for the
proposed development of the land, eg residential, industrial, etc. This report is
to be submitted prior to approval of subdivisional design plans in order that any
earthworks, including excavation, filling and compaction can be covered by the
design plans and specifications.
The Geotechnical report is to be prepared by a mutually appointed Consultant
from this list;
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Company
Coffey Geosciences Pty Ltd
Douglas Partners Pty Ltd
TME Brown
Golder & Associates
ATC Williams
G.H.D Pty Ltd
Structerre Consulting
Chartered Engineers
and is required to
(i)
(ii)
(iii)
(iv)
(v)
Identify the substrata and its classification;
Recommend remedial measures to have the site reclassified as Class A
or Class S in accordance with AS 2870 -1996 (Amended);
Determine the water table level for the site;
Recommend measures for the disposal of stormwater either onsite or
via a comprehensive subsoil drainage network.
Supervise the remedial work and certify that the works have been
undertaken in accordance with the recommendations of the
Geotechnical Report, and the foundation material is capable of an
allowable bearing pressure of 100kpa;
1.2.1 The requirements as laid down in the Shire's Specifications for the
Design and Construction of Roads and Stormwater Drainage shall be
complied with and the drawings and specifications approved by the
Council, prior to the commencement of any work in the subdivision. It is
recommended that consultation with the Shire's engineering
department occurs in the early stages of subdivisional design so that
work can progress towards achieving a safe and functional road,
drainage and footpath layout that is to the satisfaction of the Shire
Engineer.
1.2.2 Prior to site works commencing, the potential dust risk of the site is to
be assessed in accordance with the "Land development sites and
impacts on air quality – Department of Environmental Protection,
November 1996". The assessment is to form part of the subdivision
submission to the Council.
1.2.3 The construction work shall be carried out in accordance with the
approved drawings and specifications, and will be subject to stage
inspection and approval by the Engineer or his representative during
the course of construction. Final approval shall only be given when the
whole of the works shown on the plan of subdivision submitted for
clearance have been executed to the true intent and meaning of the
approved specification and to the satisfaction of the Shire Engineer.
The Council shall notify the Department of Planning that the conditions
of subdivision relating to road construction have been complied with
and that the Diagram of Survey has been cleared.
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1.2.4 From the date of registration of the Diagrams of Survey by the
Department of Planning and the Office of Titles, any land delineated
and shown as a new road on such diagrams shall be under the control
of Council.
1.2.5 Public Road Intersections. Where a planned subdivision shows the
joining of a subdivisional road with an existing public road, then the
subdivisional road shall be so constructed as to connect the public
roadway.
1.2.6 Where footpaths and/or paving of Public Access Ways is required as a
condition of subdivision, a non refundable footpath bond may be paid
to Council for construction by Council at a future date.
1.2.7 It should be noted that Council Policy is that any road, path or drainage
works associated with a planned subdivision, within a gazetted road
reserve shall be carried out by the Council at the developers cost,
unless otherwise approved. This includes all reinstatements associated
with Sewer Works. In such instances the developer is required to pay
the Councils estimated cost of the works in advance and agree to pay
the actual costs on completion of the works.
Where sewer or water supply works are to be undertaken, within
gazetted road reserves, formal application and approval for permission
to work within the road reserve is required.
1.3
Submissions to the Shire
(a)
Submission of Design Calculations and Plans
Drainage design calculations and two (2) copies of the plans and
specifications shall be submitted to the Shire for approval.
One copy of the plans and specifications will be returned to the
developer with any comments and variations indicated thereon.
Three (3) further copies of the amended plans and two (2) copies of the
amended specifications shall then be submitted for approval.
Once the Engineer has approved, stamped and signed these
documents, one copy of each shall be returned. The documents shall be
the ones used throughout the Contract and variations shall not be
permitted without prior approval of the Shire Engineer.
(b)
Submission of Quantities and Rates
The developer shall supply full details of quantities and rates used to
determine the cost of construction.
This information will assist the Shire in calculating the supervision fees
as set out in Section 1.4.
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The supervision fee shall be paid to the Shire at least seven days prior to
the works commencing.
1.4
Stages of Construction
The following are the main stages of construction:
1.5
(a)
Subgrade preparation including clearing, grubbing, leveling and any other
preparatory earthworks.
b)
Placement and preparation of sub-base material including pegging of
approved grading and cross sectional levels, widths etc. and the
placement of service ducts.
c)
Placement and preparation of road base material.
d)
Drainage.
e)
Final grading, trimming and water-binding.
f)
Primer seal and kerbing.
g)
Placement and preparation of final surface treatment.
h)
Verge backfill behind kerb, construction of footpaths and final trimming of
verges and batters. The installation of street signs, street lights, name
plates and verge furniture including fencing and stabilization as required.
i)
Earthworks/Recontouring of blocks and spreading of topsoil.
Supervision Requirements
a)
At the Engineer's request, a certificate endorsed by the Consultant shall
be submitted to the Engineer certifying quantities of materials used in
accordance with approved plans and specifications for any of the main
stages of construction.
b)
Two working days (48 hours) notice is required so that an inspection can
be made prior to the next or following stage of construction being
commenced.
c)
The second or following stage of construction shall not proceed until the
Engineer or his representative has approved the previous stage of
construction. Notwithstanding this requirement it will be taken that the
Consultant has inspected each stage of construction to ensure that
workmanship and materials conform with approved specifications and
drawings.
d)
The Engineer or his representative reserves the right to inspect and take
samples of materials being used, and test or ascertain quantity and
quality of materials being placed in the road construction work at any
time.
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The Consultants will be informed by the Shire of any matters requiring
remedial attention. Such requests shall be attended to immediately.
e)
When works are in progress, the Contractor shall, at all times, be
personally present or have a competent foreman stationed and present
on the works. A representative of the Consultants shall be available at
the Engineer's request for the purpose of joint interim inspection where
deemed necessary by the Engineer.
1.6 Testing Requirements
Attention is drawn to the Shire's requirements for pavement testing as detailed
in the Shire of Gingin - General Conditions and Specifications for Construction
of Subdivisional Roads and Drainage.
The Consultant shall make available to the Engineer, all test results related to
the subdivisional works. Testing shall be carried out by a NATA approved
testing laboratory to the satisfaction of the Engineer. Where testing of a first or
preceding stage of construction is requested by the Engineer, then no second
or following stage of work shall proceed until approval to proceed is granted by
the Engineer.
In addition to the normal inspection and testing requirements as detailed
elsewhere in this Manual, the Engineer reserves the right to inspect and
require samples of materials being used to be taken and tested to ascertain
quantity and/or quality of materials being placed in the construction work. The
Consulting Engineer will be informed of any matters requiring remedial action.
In the event.
Council‘s Engineer will direct all notices, requests, instructions and approvals
to the Consulting Engineer, except in urgent circumstances when they may be
given directly to other parties involved in the subdivision.
1.7 Environmental Requirements
Council is conscious of the need to preserve natural vegetation wherever
possible in rural subdivisions. To this end Council may impose special
conditions on particular subdivisions to minimize the environmental impact of
road and drainage construction, particularly in relation to preservation of
established trees within road reserves and minimizing soil erosion.
Subdividers should be conscious of these aims and should take them into
consideration in the various stages of planning for a subdivision.
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1.8
POLICY MANUAL
Notification of Works
The Engineer must be advised two (2) working days before commencing work,
and after a cessation of work, one day before recommencing work.
1.81
Hours of work – No work outside the hours of 7.00am to 5.00pm
Monday to Friday shall be carried out without the written approval of the
Engineer.
1.8.2 Indemnity Insurance – The Subdivider shall be responsible for
arranging, taking out and keeping in operation all necessary insurance
policies to totally indemnity and protect the Council against any and all
claims of damages or other claims that may arise during the carrying
out of the construction work.
1.9 Occupational Health, Safety and Welfare
The Contractor's attention is drawn to the Occupational Health, Safety and
Welfare Act 1984, the amendment 1987 and the Regulations 1988. Attention
is also drawn to the noise limitations as outlined in the Noise Abatement Act.
1.10 Practical Completion of Subdivisional Works
1.10.1 Upon the satisfactory completion of all subdivisional work including
survey, lot pegging and soil stabilisation, the Consulting Engineer
shall notify Council in writing that the works have been inspected and
are in accordance with the approved drawings and/or specifications.
1.10.2 Upon receipt of this notification, the Engineer shall arrange a Practical
Completion inspection of the completed works. Any such inspection
shall require the presence of the Engineer and the Consulting
Engineer.
1.10.3 At the time of the Practical Completion inspection or as soon as
possible thereafter, the Engineer shall inform the Consulting Engineer
of any item/s not in accordance with the drawings and specifications.
Any such item/s so indicated shall be rectified without delay and a
further inspection of these works shall be carried out upon completion
of these remedial works.
1.10.4 If at any time after the granting of Practical Completion, the
subdivisional work is found to be contrary to the approved drawings,
then the Subdivider shall rectify the works at no expense to Council.
1.11 Survey Release
The Consultant Engineer shall satisfy Council that the Developer has complied
with all relevant conditions imposed by the State Planning Commission
pertaining to survey release of all of a constructed subdivision.
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The following items refer to the Engineering Conditions that must be
completed by the Developer prior to the Engineer's approval of Survey
Release of subdivision.
1.11.1 Creation or location of all stormwater drainage easements or
indication of such easements on the plans or diagrams of survey.
1.11.2 Creation of any other easements (temporary or permanent) which are
relevant to the subdivision.
1.11.3 Creation of all Reserves (including drainage and recreation) pertaining
to the subdivisional works.
1.11.4 Payment of all moneys required to the paid to the Shire in
consideration of construction of footpaths, footways or any other
unfinished works associated with the subdivision that is to be carried
out by the Shire's workforce.
1.11.5 Stabilization of topsoil, sand or other material or matter subject to
movement over or near the subdivision shall be completed to the
satisfaction of the Engineer. Where initial stabilization is carried out
and subsequent works associated with the conditions of subdivisional
approvals causes deterioration of effective stabilization of the area,
then the area so affected shall be re-stabilized in accordance with the
requirements of the Engineer. The Shire may at any time, call upon
the Developer to effect a varying method of re-stabilization should
initial stabilization be found to be unsuitable.
1.11.6 Completion of all roadworks, drainage works and other works
associated with the subdivisional construction. Such works are to be in
compliance with the requirements of the Engineer in relation to
Department of Planning Conditions of Approval for the subdivision.
1.11.7 The submission of "As-Constructed" transparencies, and a digital copy
in DXF file format, for the drainage subdivision works. The
"As-Constructed" transparencies shall include the location of each
manhole and entry pit. The length, size and invert level of each pipe
entering or leaving the manhole/entry pit shall also be provided
together with the level at the top of each manhole/entry pit.
"As-Constructed" levels are also required for subgrade and top of
base course prior to proceeding with next stage of work.
Any deviation in the levels from the tolerances specified shall be
suitably explained or rectified to the satisfaction of the Engineer.
All information supplied must be certified by a Licensed Surveyor, with
the Surveyors name and company clearly stated.
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1.12.
POLICY MANUAL
Bonding Outstanding Works
1.12.1 At the discretion of the Engineer, the Council may accept payment from
the Developer as and by way of a Bond in lieu of completion of all or
part of the subdivisional works. This would normally only be accepted
where works have reached a substantial degree of completion or where
the Council is undertaking the works on behalf of the Developer.
1.12.2 Applications for bonding shall be in writing from the Consulting
Engineer to Council and shall include the following information:
(i)
(ii)
(iii)
(iv)
(v)
Concise reference to the extent, nature and location of the work
to be bonded.
A timetable for proposed future completion of the bonded work.
An itemised estimate of the bonded work including contract
price and name and address of the Contractors responsible for
the bonded works.
Reasons for requesting the bonding of the incomplete works.
Any other relevant information, which will assist the Engineer to
assess the request.
Compliance with the above requirements does not necessarily
imply Council acceptance of the bond and each request shall
be subject to the Shire‘s Engineering Department approval.
1.12.3 In cases where bonding is approved, the Subdivider shall enter into a
written bond agreement with the Council which clearly states the
following information:
(i)
(ii)
(iii)
(iv)
(v)
Name and address of the person or persons responsible for the
payment or payments.
The amount of the payment or payments.
Name, staging number and location of the associated
subdivision.
The Department of Planning and Infrastructure reference
number of the associated subdivision.
A concise explanation of the purpose and conditions of
payment referring to all items for which the bond payment is to
be utilised.
1.12.4 The earliest stage that bonding will be considered is upon completion
of all filling, drainage and roads to sub-base stage. In this event, the
value of the bond shall be 50% of the total contract value for the
roads, drainage and filling works.
1.12.5 Bonding will be considered at any stage later than that specified in the
preceding clause in which case the value of the bond shall be twice
the estimated cost of the uncompleted works or $2,000 whichever is
the greater.
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1.12.6 Upon completion of the works described in the Bond Agreement, the
Subdivider shall request in writing the release of the bond, following
which the works will be inspected and, subject to all outstanding works
being completed, the bond monies will be refunded.
1.13
Maintenance
1.13.1 Maintenance Liability
1.13.1.1
It shall be the responsibility of the Subdivider to maintain
all roads and associated works for a period of twelve
months from the date of Practical Completion hereinafter
referred to as the Maintenance Period. Where defects
requiring urgent attention become evident during the
Maintenance Period, the Engineer may request these
works to be rectified immediately. Failure to complete
the rectification works within the time specified will cause
Council to carry out the works using monies from the
Maintenance Bond.
1.13.1.2
At the expiry of the Maintenance Period the Consulting
Engineer shall inform the Shire‘s Engineering
Department of his intention to inspect the subdivision,
and at a time mutually agreeable to all parties, such an
inspection shall be made.
1.13.1.3
The Consulting Engineer shall apply in writing to Council
for Maintenance Release, which will be subject to the
satisfactory repair of defective works, cleaning of the
drainage system and the sweeping of the roads, and the
Shire‘s Engineering Department acceptance of such
works.
1.13.1.4
Where a Subdivider chooses to delay seeking
subdivisional clearance after the date of Practical
Completion, the Council may redefine the date of
commencement of the Maintenance Period as being the
date of subdivisional clearance.
1.13.2 Maintenance Bond
Prior to the release of the subdivision, the Subdivider shall pay to the
Council a Maintenance Retention Bond equivalent to two and a half
percent of the value of the road and drainage contract, with a
minimum of $2,000. This payment can be either in the form of cash or
unconditional guarantee from a financial institution acceptable to
Council and may be used a the discretion of the Engineer during the
Maintenance Period for minor or urgent maintenance items after
having notified the Consulting Engineer in writing of the need for such
works. Cash bonds will be placed in an interest bearing account and,
upon the
Shire‘s Engineering Department‘s acceptance of
Maintenance Release all unspent bond monies will be refunded.
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SECTION 2 – DESIGN PRINCIPLES
149
SHIRE OF GINGIN
2.
POLICY MANUAL
DESIGN PRINCIPLES
General
Criteria provided here are minimum criteria only and are necessarily broad based to
cover general subdivision situations. In particular situations amendments may be
required and Council may impose special conditions not covered by the criteria.
2.1
Earthworks
The Shire of Gingin requires a Geotechnical report to certify that the land is
suitable for the proposed development of the land, eg residential, industrial
etc. This report must be submitted prior to completion of subdivisional design
plans in order that any earthworks, including excavation, filling and
compaction can be covered by the design plans and specifications.
The Geotechnical report is to be prepared by a mutually appointed
Consultant and is required to:
1.
2.
3.
4.
5.
2.2
Identify the substrata and its classification.
Recommend remedial measures to have the site reclassified as Class A
or Class S in accordance with AS 2870.1-1989.
Determine the water table level for the site and recommend the finished
lot levels.
Recommend measures for the disposal of stormwater either onsite or
via a comprehensive subsoil drainage network.
Supervise the remedial work and certify that the works have been
undertaken in accordance with the recommendations of the
Geotechnical report, and the foundation material is capable of an
allowable bearing pressure of 100kpa.
Contamination Report
Provision of a contamination report is required if the site has been identified
as a potential contaminated site, The requirement of a contamination report
may be identified for a number of reasons: the site may be listed on the
Shire of Gingin‘s contaminated sites register; possible contamination sources
may be identified during the Geotechnical investigation; evidence of possible
contamination may be observed during inspection of the site; or local
knowledge and advice may be considered sufficient.
The initial contamination assessment is usually referred to as a preliminary
assessment and if the results fall within the acceptable levels then a full
assessment is not required.
2.3
Roads
2.3.1 General
Roads should generally be designed in accordance with relevant Austroads
(NAASRA) and ARRB guidelines and publications, which include:
(i)
Guide to Traffic Engineering Practice
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SHIRE OF GINGIN
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(ii)
Guide for the Design of Typical Urban Intersections.
(iii)
Guide Policy for Geometric Design of Major Urban Roads.
(iv)
Policy for Geometric Design of Rural Roads.
(v)
Policy for Installation by Public Utility Authorities within the
Road Reserve.
(vi)
A Structural Design Guide for Flexible Residential Street
Pavements.
(vii)
Pavement Design – A guide to the Structural Design of Road
Pavements.
(viii)
Australian Model Code for Residential Development.
(ix)
Bicycle Facilities Design Guidelines.
(x)
Where there is any conflict between the requirements of these
guidelines and the above publications, the details specified in
these guidelines.
Generally all road pavement widths shall conform to the Shire of
Gingin road hierarchy. For residential subdivisions, this has been
based upon the Liveable Neighbourhoods Community Design Code
which is the operational policy for the Western Australian Planning
Commission. This road hierarchy enables the safe and orderly
movement of vehicles, cyclists and pedestrians within and throughout
the municipality. Consideration however must be given to the final
aesthetic and functional aspects of the area, particularly in rural areas.
Aspects to be considered include minimising the environmental impact
(particularly regarding existing trees and vegetation), fitting road
grades as close to existing contours as practicable and provision of lot
access.
2.3.2 Pavement Design
Pavements shall generally be designed for a 40 year design life in
accordance with the publication ―Pavement Design‖ NAASRA 1987 (or its
latest issue).
In all cases pavement design shall be based on the in situ sub grade
California Bearing Ratio (CBR), which shall be determined for each different
sub grade type expected to be encountered in the works. Determination of
sub grade CBR shall be by one of the methods nominated in the publication
―Pavement Design‖, i.e. by laboratory testing, or by field testing backed up by
limited laboratory tests.
The Consultant shall adopt whatever test
procedures are necessary to provide an accurate assessment of sub grade
CBR for design purposes. Council‘s Engineering Department may request
further field or laboratory testing at their discretion.
In any case the absolute minimum pavement profile shall be as follows:
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Alternative 1
Access
Roads &
Collector
Roads




Other Roads
(except
industrial)




Industrial
roads



Alternative 2
125 ―B‖ grade subbasecourse
100
―A‖
grade
basecourse
25mm asphalt on
urban roads
Two coat sprayed
seal on rural roads

150 ―B‖ grade subbasecourse
100
―A‖
grade
basecourse
25mm asphalt on
urban roads
Two coat sprayed
seal on rural roads.

175 ―B‖ grade subbasecourse
100
―A‖
grade
basecourse
25mm asphalt






200
―A‖
grade
basecourse
25mm asphalt on
Urban roads
Two coat sprayed
seal on rural roads
225
―A‖
grade
basecourse
25mm asphalt on
urban roads
Two coat sprayed
seal on rural roads
250
―A‖
grade
basecourse
25mm asphalt
Alternative pavement profiles giving equivalent load bearing capacities will
be considered. Council may, at its discretion, allow sprayed seal surfacing in
lieu of asphalt surfacing on urban roads.
2.3.3 Materials
2.3.3.1 ―A‖ Grade Basecourse
―A‖ grade basecourse shall consist of graded crushed rock or laterite
gravel. When tested in accordance with AS 1289 the material shall
have the following properties:
As Sieve Aperture
(mm)
26.5
19.0
9.5
4.75
2.36
1.18
0.425
0.075
Percentage Passing
100
95-100
70-88
48-71
34-57
24-46
14-33
6-20
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POLICY MANUAL
Liquid Limit:
Plasticity Index:
Linear Shrinkage:
Los Angeles Abrasion Value:
Maximum Dry Comp. Strength:
not to exceed 25%
not to exceed 6%
not to exceed 2%
not to exceed 40%
not less than 1700 kPa
The material shall be free from organic matter and other deleterious
substances.
2.3.3.2 ―B‖ Grade Sub-Basecourse
―B‖ grade sub-basecourse shall consist of limestone or laterite
type gravel.
Limestone and laterite type gravel shall be in accordance with
Council‘s Specification for such materials, which in summary
includes:
Limestone shall conform to the following requirements:
-
all materials shall contain a maximum of 70% calcium
carbonate;
all material shall pass through a 100mm square sieve;
not more than 80% of the material shall pass through a 2.36
AS sieve;
not more than 15% of the material shall pass through a 75
micron AS Sieve;
all material shall be free from capstone, roots and other
deleterious substances.
Gravel shall be selected natural laterite gravel which exhibits an even
grading curve throughout the full range. When tested to AS 1289 the
material shall have the following properties:
-
Percentage passing 40mm sieve:
Percentage passing 1.18mm sieve:
Percentage passing 0.075mm sieve:
Plasticity Index:
Linear Shrinkage:
Minimum CBR at the placed
in situ moisture density condition:
100%
10% to 50%
less than 20%
3% to 10%
less than 8%
35
The material shall be free from organic matter and other deleterious
substances.
It is preferable for crushed gravel (Ferricrete or similar) to be used for
the base course.
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2.3.3.3 Asphalt
Asphalt shall be a nominal 10mm size asphaltic concrete mix in
accordance with an AC10 mix designation to AS 2734.
2.3.3.4 Sprayed seals
Sprayed seals shall consist of a minimum two coat seal. The first or
primer seal shall be a hot sprayed bitumen primer seal, unless, with
the approval of the Engineer, a bitumen emulsion primer seal may be
used.
In rural residential areas, the cover aggregates shall be 10mm,
followed by the second coat of 10mm diorite metal.
In areas zoned other than rural residential where a spray seal is
applicable, the cover aggregate shall be 5mm and 14mm diorite metal
respectively.
2.3.4 Basecourse Widths
On kerbed roads the width of basecourse shall equal the width of seal plus
900mm. On un-kerbed roads the width of basecourse shall equal the width
of seal plus 1.3 metre shoulders.
2.3.5 Shoulders
Shoulders shall be constructed with the same materials and to the same
depth as the adjacent basecourse.
2.3.6 Road Reserve Width
Non – Residential:
Local roads shall have a minimum road reserve width of 20 metres, however,
Council reserves the right to make a wider road reserve should the site or
engineering requirements dictate.
Residential:
The width of all road reserves shall comply with Liveable Neighbourhoods
Community Design Code.
The designation of which road types shall apply to a particular subdivision
(i.e. town centre residential, rural, rural living or mixed business) shall be in
accordance with the Shire of Gingin‘s Zoning Scheme.
The Subdivider shall comply with the requirements for those designations.
2.3.7 Town Centre and Residential Streets
Road design guidelines are generally in accordance with Liveable
Neighbourhoods Community Design Code.
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Local Distributors: 7.2 m wide, concrete kerbed with 25mm asphalt surface
on a primer seal. There shall be a shared path on at least one side of the
street and may be required on both sides of a street where the likelihood of
pedestrian traffic is high.
Access Road: 5.5m to 6.0m wide, depending on anticipated traffic volumes
and functionality. The pavement shall be concrete kerbed with 25mm asphalt
surface on a primer seal.
The maximum longitudinal grade of a road shall be 10% (1 in 10) unless
otherwise approved.
The minimum longitudinal grade shall be 0.50% or 1 in 200 however,
because of water shedding problems, this grade should only be used in
extreme circumstances.
All changes of grade of more that 1% shall be joined by a vertical curve. The
length of all vertical curves shall be in accordance with the relevant
Austroads publications, and shall take into account overtaking and stopping
sight distances and comfort factors.
The cross fall on the cross section of the road pavement shall be generally
3% each way from the crown but through horizontal curves, one way cross
fall or superelevation shall be applied in accordance with the appropriate
Austroads guidelines. In minor residential streets and cul-de-sacs the road
pavement may have a one-way cross fall where the natural surface across
the road reserve lends itself to this type of construction. This condition does
not apply on horizontal curves where the normal requirement of
superelevation to match design speeds and radii shall apply.
Verges shall have sufficient width for the provision of public utility services,
and shall be a minimum of 3.5m. Verges shall normally be graded at +2%
from the top of the kerb to the property boundary. In areas of steep cross fall
or where earthworks should desirably be reduced to minimise environmental
impact, the verge grading may be increased as agreed with Council‘s
Engineer.
Culs-de-sac shall have a minimum head radius of 9m with 15m radius
tapers.
Kerb type shall be semi mountable to residential frontages and semi-barrier
elsewhere.
In Lancelin the standard kerb shall be flush mounted type.
The Consulting Engineer shall prepare detailed designs of the pavement
thicknesses in accordance with Australian Road Research Board (A.R.R.B.)
and/or Austroads Design Guidelines as follows:


―Pavement Design – A Guide to the Structural Design of Road
Pavements‖, Austroads, 1987.
―A Structural Design Guide for Flexible Residential Street Pavements‖,
P.J. Mulholland, ARRB Special Report No 41.
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Notwithstanding the design thicknesses obtained, the sub-base course shall
be a minimum compacted thickness of 150 mm, the base course shall be a
minimum compacted thickness of 75 mm and the asphalt compacted
thickness shall be a minimum of 25mm.
The designer shall provide pavement drainage where necessary to maintain
a moisture-free sub grade and base course as determined by the site
conditions.
The road base shall extend 500 mm beyond the face of kerb.
2.3.8 Rural Living Streets
The minimum standard for rural living streets within a subdivision shall be as
follows:
Straight Pavements: 7.4 metre wide, two coat seal (1x10mm stone plus 1x5
mm stone) with 1.2 metre gravel shoulders.
Intersections:
(a)
All intersections shall be provided with concrete kerbing to at least 10
metres beyond the tangent point of the sweep. This kerbing shall
repeat on the opposite side of the intersection on the straight section
of road. At the terminating end, the kerbing shall be flared towards the
verge.
(b)
All intersections shall be provided with a 25mm asphalt surface on a
primer seal, to the full extent of the concrete kerbing.
Geometric design shall be according to ‗Rural Road Design‘, Austroads
1989. The maximum design speed for access roads shall be 60 km/hr,
collector roads 70 km/hr and arterial roads 90 km/hr. These design speeds
shall be verified by Main Roads Western Australia.
The maximum longitudinal grade of a road shall be 12.5% unless otherwise
approved. The minimum longitudinal grade shall be 0.5% unless table drains
are graded independently of the road to provide satisfactory drainage.
All changes of grade of more that 1% shall be joined by a vertical curve. The
length of all vertical curves shall be in accordance with the relevant
Austroads publications, and shall take into account overtaking and stopping
sight distances and comfort factors.
One-way cross fall to a maximum of 3% may be approved for access roads
when excessive cross fall exists in the natural surface. Roads shall normally
have two-way cross-falls of 3% except where geometric design requirements
dictate that superelevation is required.
Table drains shall be provided for all roads for a minimum width of 1.2m, flat
bottomed, with side slopes of a minimum 1:3 grade (33%).
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Cut batters shall generally be no steeper than 1 in 3 (33%) except in hilly
terrain, where depth of cut is considerable, or where ground conditions are
such that it is not practical to comply with this requirement without excessive
cost or environmental disturbance. Subject to the approval of the Shire‘s
Engineering Department, cut batters may be increased to a maximum of 1 in
1 (100%). Fill batters shall generally be no steeper than 1 in 4 (25%) except
in hilly terrain or where fill heights are considerable, in which case a
maximum slope of 1 in 2 (50%) may be used subject to the approval of the
Shire‘s Engineering Department.
Verges shall have sufficient width to install public utility services. In
particular, sufficient width must be provided to install overhead power lines
with poles located at least 2.5m from the invert of the table drain.
Roads shall be designed to enable access to lots at an absolute maximum
grade of 16%.
Cul-de-sac heads shall have a minimum head radius of 9m to edge of seal,
with 15m radius tapers.
2.3.9 Rural Roads
Rural roads shall comply with the standards prescribed in the Roads 2020
Strategy, and will be dependent on estimated AADT counts.
Council has identified minimum road standards, given known and/or
estimated Annual Average Daily Traffic (AADT) counts.
Type 1
Formed road constructed from surrounding local material: 1020 AADT – 6m seal with 1.3m shoulders.
Type 2
Formed road paved with imported gravel material: 20-75 AADT
– 6m seal with 1.3m shoulders.
Type 3
Sealed road (6m seal width): 75-500 AADT.
Type 4
Sealed road (7m seal width): 500-1000 AADT.
Type 5
Sealed road (8-9m seal width): 1000-4000 AADT.
Type 6
Sealed roads with overtaking lanes: 2000+ AADT but lower
volumes may be considered depending on the percentage of
heavy vehicles and terrain conditions.
Type 7
Dual carriageway – divided rural road: 4500 +AADT.
For the purposes of determining the impact a subdivision will have on AADT
counts for any particular road, Council will utilise eight vehicle movements
per lot per day.
All Rural roads shall be sealed with a two coat seal (1x10mm stone, 1x5mm
stone) with 1.3 metre gravel shoulders, except at intersections which shall be
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POLICY MANUAL
kerbed with 25mm asphalt over a primer seal. The extent of the kerbing shall
be as stipulated for ―Rural Living Streets‖.
Where existing rural roads are considered by Council to warrant sealing, the
width of such sealing shall be a minimum of 6.0 metres, the maximum width
being determined on the basis of AADT counts.
The maximum longitudinal grade of a road shall be 8% unless otherwise
approved. The minimum longitudinal grade shall be 0.5%.
All changes of grade of more that 1% shall be joined by a vertical curve. The
length of all vertical curves shall be in accordance with the relevant
Austroads publications, and shall take into account overtaking and stopping
sight distances and comfort factors.
Intersections of arterial roads shall be widened as follows:




Terminating road (collector or access) shall be widened to at least 7.4
m seal width for a straight length of 10m from the tangent point of the
turn-out radius, and then tapering to the normal seal width over an
additional 10m length;
Through road (arterial) shall be widened on the approach near side by
a 2.5m deceleration lane, with a minimum 1.3m wide shoulder, for a
distance of at least 30m from the tangent point of the turn out radius,
and then tapered back to the normal seal width over an additional
10m length.
On the departure near side, it shall be widened by at least 1m from
the tangent point of the turn out radius for a length of at least 10m
(which shall be kerbed).
On the opposite side of the road, it shall be widened by a 2.5m
passing lane for a distance of 45m either side of the centre line of the
intersecting road, or then tapered back to the normal seal width over
an additional 100m at each end.
Verges shall have sufficient width for the provision of public utility services,
and shall be a minimum of 3.5m. In areas of steep cross fall or where
earthworks should desirably be reduced to minimise environmental impact,
the verge grading may be increased as agreed with Council‘s Engineer.
The maximum longitudinal grade of a road shall be 12.5% unless otherwise
approved. The minimum longitudinal grade shall be 0.5% unless table drains
are graded independently of the road to provide satisfactory drainage, where
necessary. A vertical curve shall be provided when the grade change is 1%
or greater.
Geometric design shall be according to ‗Rural Road Design‘, Austroads
1989. The design speed for any rural road shall be determined by Main
Roads Western Australia.
One-way cross fall to a maximum of 3% may be approved for access roads
when excessive cross fall exists in the natural surface. Roads shall normally
have two-way cross-falls of 3% except where geometric design requirements
dictate that superelevation is required.
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Table drains shall be provided for all roads for a minimum width of 1.2m, flat
bottomed, with side slopes of a minimum 1:3 grade (33%).
Cut batters shall generally be no steeper than 1 in 3 (33%) except in hilly
terrain, or where depth of cut is considerable, or where ground conditions are
such that it is not practical to comply with this requirement without excessive
cost or environmental disturbance. Then, subject to the approval of
Council‘s Engineer, cut batters may be increased to a maximum of 1 in 1
(100%). Fill batters shall generally be no steeper than 1 in 4 (25%) except in
hilly terrain or where fill heights are considerable, in which case a maximum
slope of 1 in 2 (50%) may be used subject to the approval of Council‘s
Engineer.
Traffic control devices, sign posts, guide posts, street nameplates, guide
signs and warning signs shall be provided in accordance with AS1742 to the
satisfaction of the Shire‘s Engineering Department.
2.3.10 Industrial Roads
In light industrial areas, roads shall be kerbed and sealed (25mm asphalt) to
a minimum width of 7.4 m. All other design criteria shall be in accordance
with the requirements for Urban Residential Streets with the following
exceptions:
-
Verge width to be a minimum 4.5m;
Culs-de-sac shall be avoided wherever possible;
Kerbs shall be semi-mountable; and
All intersections are to be constructed to enable the application of
extra mass vehicles to be permitted to enter the Industrial area.
In heavy industrial areas, road construction requirements will be subject to
specific engineering design.
Where culs-de-sac cannot be avoided, they shall have a minimum head
radius of 15m with 25m radius tapers.
2.3.11 Public Utility Conduits
The Consultant shall ascertain the need for conduits under roads for all
public utility services for both present and future services. If the public utility
authority concerned will not install conduits at the time of construction of the
roads, then the conduits shall be installed by the Subdivider (prior to
surfacing of roads) whether or not the conduits are immediately required.
Backfill trenches for conduits with compacted cement stabilised sand as
detailed for storm water pipeline systems in Section 2.8.6.
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2.4
POLICY MANUAL
Stormwater Drainage
2.4.1 General




Stormwater drainage systems are required to provide for effective
disposal of stormwater and all drainage designs shall comply with
appropriate industry design standards such as:
―Australian Rainfall and Runoff‖ Institution of Engineers, Australia.
―Stormwater Drainage Design in Small Urban Catchments‖ J Argue,
ARRB Special Report No 34.
―Subsurface Drainage of Road Structures‖ R J Gerke, ARRB Special
Report No 35.All piped drainage lines shall be designed in accordance
with the pipe manufacturer‘s recommendations and appropriate
Australian Standards.
2.4.2 All drainage systems shall be piped in urban and residential areas. In
areas of porous ground, every effort must be made to disperse water
into the ground via sub-soil drainage or similar. In rural areas, open
drains and swales may be utilised where the grade is fairly flat and
erosion will not occur. Where erosion is likely to occur in steeper
gradients, a piped drainage system will be required. The designer
shall design the drainage network using a recurrence interval of 5
years except in the case of arterial drains and compensating basins
where a recurrence interval of 10 years shall be used. Additionally,
the designer shall provide for the adequate discharge of flood flows
between the intervals mentioned above and a 100 year recurrence
interval in order that the floor level of all buildings shall be 500 mm
above the 100-year flood level.
2.4.3 It is possible that some existing drainage systems in the municipality
may not be able to carry the design storms applicable to the
recurrence intervals detailed in the preceding Clause. It is the
responsibility of the Consulting Engineer to examine the complete
downstream network to evaluate the maximum quantity of water,
which may be discharged into the existing network. If, using the
recurrence intervals mentioned above, the capacity of the existing
drainage network is exceeded, the Shire‘s Engineering Department,
may direct that the surplus water either be retained within the
subdivision in an approved manner or the existing drainage system
upgraded to accommodate the design run-off.
2.4.4 It shall be the responsibility of the Consulting Engineer to examine the
total catchment area of which a particular subdivision may form a part,
and to ensure that any arterial drainage that may pass through the
particular subdivision is capable of carrying the ultimate design flow
from the upstream catchment. Subdividers are responsible for
arranging their own cost sharing arrangements, however, in some
instanced Council may administer such arrangements at the
Subdivider‘s request.
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2.4.5 In cases where stormwater is discharged onto private land
downstream of a subdivision or development, arrangements shall be
made by the Subdivider with the owner of the downstream land to
provide an easement in favour of Council over the route of the drain
and to construct and/or improve the drainage outlet to the
requirements of the Shire‘s Engineering Department.
2.4.6 The subdivisional drainage system shall be connected to an approved
outlet in the district drainage system by a suitable outfall drain as
approved.
2.4.7 Types Of Pipe Work
The following pipe types shall be permitted:
Residential areas:
Reinforced concrete pipes (and boxes) in classes
appropriate to loadings and cover heights;
Aluminium Hel-Cor pipes with a minimum cover of
600mm; and
PVC pipes in classes appropriate to loadings and cover
heights.
Rural Areas:
Reinforced concrete pipes (and boxes) in classes
appropriate to loadings and cover heights; and
Steel and aluminium Hel-Cor pipes with a minimum
cover of 600mm.
Other types of pipes may be approved by the Shire‘s Engineering
Department.
The minimum pipe size in the verge or within private property shall be
225mm diameter and the minimum pipe size under roads shall be 300mm
diameter.
Pipelines shall be designed to ensure that hydraulic grade lines do not reach
a level of less than 150mm from finished surface levels for the design
recurrence interval.
The velocity in pipes shall be limited to the range 1.0 m/sec - 6.0 m/sec. The
possibility of scour at outfalls shall be considered and steps taken to
eliminate it where it may occur.
Manholes shall be provided at each change in direction and at a maximum
spacing of 90 metres.
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Inlet pits shall be placed at low points and at the upstream side of
intersections if warranted by flow considerations. Inlet pits shall also be
placed at intervals to limit the width of gutter flow to 1.5m (or 2.0m in the
case of one-way cross fall), in kerbed roads, and at intervals to prevent the
top water level in the table drain from rising to within 200mm of the edge of
the shoulder in the case of un-kerbed roads, or to limit the inflow to the entry
pit to its inlet capacity, whichever is the least, for the design recurrence
interval flows.
On kerbed roads side entry pits shall be used wherever possible, although
combined side entry/grated pits may also be used.
On un-kerbed roads, any concrete catchpits situated in table drains shall
have grated tops at least 150mm above entry lips to prevent access to the pit
by the public.
All outlets to pipe drainage systems (and inlets in the case of open ended
culverts) shall have concrete headwalls with concrete aprons, and shall have
anti-scour rock protection for a minimum distance of 2m beyond the edge of
aprons.
All trenches for pipes laid under road pavements shall be backfilled to the
pavement sub grade surface with compacted cement stabilised sand or
cement stabilised road base course material. Sand and cement shall be
thoroughly mixed in the proportions of a 10 to 1 ratio. Sufficient water shall
be added and mixed such that the moisture content is just sufficient to
enable mixing and placement of the material. The material shall be placed in
even layers not exceeding 225mm in thickness and each layer shall be
compacted with a minimum of four (4) passes of a vibratory plate compactor
having a minimum static mass of 50kg.
Care shall be taken to ensure that the material fills all voids under the
haunches and that no damage will occur to the pipe whilst compacting
material next to and immediately over the pipe.
The cement stabilised sand shall preferably be supplied from a central
concrete mixing plant, or manually machine mixed on site at a rate of 8 to 1
ratio.
2.4.8 Open Drains
Where drainage is by means of open drains, allowances must be made for
access culverts to properties which must be provided at the development
stage by the Subdivider.
All culverts shall have adequate concrete headwalls and drain scour
protection, where pre-cast headwalls are used, the finished level of the
headwall shall not project more than 100mm above the adjacent pavement
level.
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Table drains to un-kerbed roads shall be sized so that the top water level in a
drain does not rise to within 200mm of the edge of the shoulder for the
design recurrence interval flow. Installation of catchpits is at the discretion of
the Shire‘s Engineering Department, Culverts may be utilised to contain
flows in table drains within permissible limits where practicable.
Where there is a risk of scouring in open drains (including table drains), the
drains shall be piped to prevent erosion. In some instances it may be
permissible for the open drain to be fully lined with rock, concrete or other
method approved by the Shire‘s Engineering Department.
2.4.9 Sub-Soil Drains
Where sub-soil water is present, or is likely to become present at any time,
and is likely to interfere with the stability of any buildings, the road pavement
(or footpath or access way, etc) a system of sub-soil drainage shall be
designed and installed to the approval of the Shire‘s Engineering
Department.
Sub-soil drains shall be installed to cut off flows at least 600mm clear of any
building or surface of the pavement and shall discharge to piped drainage
systems or open drains downstream of the affected area, as appropriate for
each situation.
As stipulated in Clause 2.3.2, sub-soil drainage may also be used to
recharge stormwater into the ground aquifer where the ground conditions
permit.
2.4.10 Drainage Easements
Where drains are laid within, or discharge stormwater onto private property
the drain and stormwater discharge shall be protected by registered
easements which shall show on all plans. The easement shall be centrally
located over and about the drainage line and it shall have a width of at least
twice the depth of the drain with an absolute minimum width of 3.0m.
2.5
Miscellaneous Facilities
2.5.1 Footpaths and Dual-Use Paths
Footpaths and dual-use paths in road reserves shall be provided in urban
residential subdivisions unless special circumstances prevail in which case
they may be omitted at Council‘s discretion. If such paths are required they
shall be constructed by the Subdivider at the time of Subdivision.
Where paths are to be provided by the Subdivider they shall normally be
1.5m footpath and/or 2.0m dual-use x 100mm thick concrete paths with a 2%
slope towards kerbs (or edge of roadways). Tooled lock-joint contraction
joints shall be provided at 2m intervals and 12mm wide full depth expansion
joints shall be provided at 6m intervals. The surfaces of concrete paths shall
have a non-slip broomed finish. Other types of path e.g. brick may be
accepted at Council‘s discretion.
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Paths shall generally be provided on one side of a road only however a path
may be required on both sides of a street if so determined by the Liveable
Neighbourhoods document. The paths shall normally be laid parallel to the
kerb line (or edge of roadway). The longitudinal profile shall follow the
longitudinal profile of the kerb line (or edge of roadway).
2.5.2 Signs and Guide Posts
All direction or warning signs and guide posts shall be erected in accordance
with AS 1742.5 - 1986. Requirements for such signs shall be clearly shown
on the drawings.
2.5.3 Street Nameplates
Street nameplates shall be erected at all newly created intersections and
shall indicate the names of both streets. Nameplates shall generally be in
accordance with AS 1742.5 - 1986 and shall incorporate any special feature
which may be required by Council (e.g. Shire logo, colours of legend and
background, etc).
Depth of sign shall be 150mm with 100mm lettering except on major roads
where a depth of 200mm with 150mm lettering shall be used.
Signs shall be mounted at a height of three (3) metres above finished ground
level. If two or more signs are to be erected on the same pole they shall be
erected at differing levels.
Nameplates shall be mounted on a 50mm nom. bore galvanised steel pole
concreted a minimum of 600mm into the ground. The pole shall be erected
where possible on the 2.7m alignment.
2.5.4 Battle-Axe Block Access Roads
Access road pavement to battle-axe blocks shall not be less than three
metres wide and centrally located for the full length of the access way.
Special consideration shall be given to ―reciprocal rights‖ access ways which
will require greater road pavement width.
All battle-axes shall be constructed to an asphalt finish in residential areas
and shall also be adequately drained to shed water to an appropriate
drainage system. Where required the battle-axe may need to be kerbed.
The design, shape, width and drainage of these access ways shall be to the
approval of the Shire‘s Engineering Department.
2.5.5 Standard Crossovers
Crossovers shall be constructed to all new lots created in a subdivision. The
construction and location of such crossovers shall be to Council‘s
satisfaction.
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Crossovers shall be constructed to a minimum width of 2.7m, with the
pavement being 100mm concrete, a 150mm thickness of gravel, or 100mm
of limestone and 50mm of gravel. The surface of the crossover shall be
asphalt, bitumen chip seal, concrete or brick paved.
Where required, culvert pipes beneath crossovers shall be a minimum
250mm diameter RCP and 4.8m in length. Headwalls to culverts shall be of
concrete construction.
2.5.6 Street Lighting
Western Power Standard Street Lighting
Standard Western Power street lighting is used in most subdivisional works.
The developer may arrange for a powder coating of the pole to present a
more aesthetically pleasing finish. These poles are maintained by Western
Power and replaced with the standard ―grey‖ pole if damaged
Western Power Decorative Street Lighting
Decorative Western Power street lighting is being used more and more in
residential subdivisional works as the developer tries alternative treatments
to dress up their particular subdivision. These poles are maintained by
Western Power and replaced with another decorative pole if damaged.
Non-Standard Street Lighting
Before the advent of the decorative range of Western Power street lights
many local authorities accepted the installation of ―non-standard‖ street
lighting.
The maintenance of these lights is carried out by the respective local
authority and presents an ongoing maintenance issue that can be quite
expensive.
Table 1 Crossover Widths
Low Vehicle Volume Developments are those that can be serviced by
one driveway and generate weekday vehicle Movements of less than 10
vehicles per hour on a typical weekday and less than 20 vehicles per
hour on a typical weekend day.
Where a wide verge area exists the crossover width may be reduced
once the vehicle turning movement has been accommodated. Refer to
Figure 3.
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Figure 3 Crossover Width
Sufficient storage length must be provided for a vehicle to stand clear
of the carriageway when stopped. Where the entrance has a gate, the
set back from the edge of the carriageway to the gate shall vary with
the type of vehicle likely to use the driveway in accordance with Table
2. Also refer to Figure 5.
Type of Vehicle
Minimum Length
Light vehicles
6m
Single unit trucks
15m
Semi-trailers and
wide farm machinery
21m
Long Vehicles & Road Trains
Length of Vehicle + 3m
Table 2 Storage Lengths
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Figure 4
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SECTION 3 – DRAWINGS
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3.
POLICY MANUAL
REQUIREMENTS FOR DRAWINGS
3.1
General
The Shire‘s Engineering Department requires submission of design
calculations for stormwater drainage systems and two complete sets of ―A1‖
size sets of plans for consideration.
One copy of the plans and specifications is returned to the developer or his
representative, with any comments and variations indicated on them. Three
copies of the amended plans and two copies of the amended specifications
are re-submitted for further consideration and, all going well, approval to
commence the subdivisional construction works.
Once these documents have been approved, stamped and signed by the
Shire of Gingin Engineering Department one copy of each is returned. These
documents are the ones referred to throughout the Contract and variations
are not permitted without prior approval, in writing, of the Shire of Gingin‘s
Engineering Department.
3.2
Drainage Calculations
The Consultant shall submit drainage calculations for approval for every
underground drain and all open drains (except table drains) including
bridges, pipe drains, box culvert drains, etc. Calculations shall show
catchment areas, run-off coefficients, recurrence intervals, rainfall intensities,
and times of concentration and method of sizing of drains. Calculations shall
be set out in a standard tabular format or approved format to facilitate
checking.
3.3
Pavement Calculations
Submit pavement calculations for approval. Calculations shall show the
method adopted for calculation of sub grade CBR including test results,
design pavement life, design traffic loadings, determination of basecourse
thicknesses and need for sub grade stabilisation/improvement where
necessary. Provide copies of all sub grade tests.
3.4
Required Drawing Scales
Scales of plans where possible should conform to the following:
(a)
(b)
(c)
(d)
(e)
Overall Layout Plan
1/500 or 1/1000
Plan
1/500
Longitudinal Section
1/500 horizontally, 1/50 vertically
Cross Sections
1/200 horizontally, 1/100 vertically
Particular Details
1/200 or 1/250
(Intersections, cul- de-sac, turn circles, traffic devices)
These scales are minimal and may be increased on jobs of small extent.
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The datum used shall be an established Landgate Bench Mark to Australian
Height Datum. The location of such datum points shall be clearly indicated
on the plan.
3.5
Drawing Information
3.5.1 Layout Plan
Layout Plan shall show:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
All existing and new streets and roads with the allocated street
names;
All lots fronting such streets with each lot numbered and fully
dimensioned;
All existing and proposed street drainage, allotment drains with
necessary easements and outfall drains;
All survey and bench marks;
All existing and proposed contours;
The north point; and
All proposed traffic management devices.
3.5.2 Road Plans
Each street shall be drawn in plan and profile.
The plan of the street shall show:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(i)
(j)
Width of all pavements, verges and medians;
Design speed of the road;
Distances on the centre line of the road (SKL);
All horizontal curve data;
All existing and proposed contours;
All existing and proposed street drainage including manholes and
gullies;
All lots facing onto the street;
All traffic management devices;
All existing and proposed services in the road reserve; and
North point.
The longitudinal profile of the road shall show:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
A running distance along the centre line of the road (SKL);
The natural surface levels along the centre line and both property
lines;
Design levels at the centre line and both channels. These levels shall
be at 20 metre intervals on straight grades and alignments and at 10
metre intervals on vertical and horizontal curves;
Lengths of grade lines with grades expressed as a percentage;
Intersection and tangent points at change of grades;
Length of vertical curves;
Transition and superelevation details; and
Finished surface levels along both property lines.
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Cross section details shall be provided in all cases to show the thicknesses
and other relevant details.
Intersections, cul-de-sac heads, roundabouts and any other traffic device or
feature – details of these devices shall include:
(a)
(b)
(c)
(d)
(e)
All lot boundaries;
Geometric details;
Design levels at appropriate points;
All services, including drainage; and
North point.
3.5.3 Drainage Plans
All drainage lines will be drawn in plan and profile on the same drawing at
the scales as previously specified.
The plan shall show:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
All existing and proposed drainage lines showing pipe sizes, grades,
lengths, manholes, gullies, other drainage structures and whether the
pipes are solid or slotted;
Upstream and downstream levels on all existing drainage outfalls to
which connections are being made;
All existing and proposed sewer lines and any other services which
may effect;
All existing and proposed contours and spot levels;
Where appropriate and especially on industrial subdivisions, the
stormwater connection location and the designed discharge from each
lot;
The north point;
All drainage easements including their description and width; and
All streets with their allocated names and all lots facing onto such
streets with the appropriate lot number.
The longitudinal section shall show:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
A small plan (scale 1:2000) in the bottom right hand corner of the
drawing, showing the location of the specific drains as detailed on the
same drawing;
All pipe sizes and grades, the class of pipe and whether the pipe is
solid or slotted;
The existing natural and finished surface levels;
The invert levels of the pipes and the depth to invert from the finished
surface level;
The distances between gullies, manholes and other drainage
structures;
The location and levels of all other services, especially sewer line
crossings; and
Details of all manholes, gullies and other structures.
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Special Details



Any Outlet Structure`
Any connection to Department of Water main drain
Cross Section of subsoil drainage
Separate details shall be included on the drawings showing pipe laying and
bedding details and other appropriate details as required.
3.5.4 Earthworks Plans
In all subdivisions involving earthworks, plans showing existing and proposed
contours and appropriate cross sections are required.
3.5.5 ―As Constructed‖ Drawings
The Subdivider shall submit to Council prior to the release of the subdivision,
a full set of engineering drawings for the subdivisional works in reproducible
form and in digital format, and certified by a licensed surveyor or other nonbiased surveyors as approved as follows:
(a)
(b)
Road Drawings – amended to show details of any alterations made
during construction; and
Drainage Drawings – amended to show actual lines, levels and
grades against the design lines, levels and grades and stamped ―As
Constructed‖.
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SECTION 4 – CONSTRUCTION OF ROADS
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4.
POLICY MANUAL
CONSTRUCTION OF ROADS AND ASSOCIATED WORKS
4.1
Soil Conditions/Geotechnical Report (Council Policy)
The Shire of Gingin has varying soils and water table conditions. The Shire
requires a Geotechnical report to certify that the land is suitable for road
construction. This report is to be submitted prior to approval of road
construction in order that any earthworks, including excavation, filling and
compaction can be covered by the design plans and specifications.
The Geotechnical report is to be prepared by a mutually appointed Consultant
from this list;
Company
Coffey Geosciences Pty Ltd
Douglas Partners Pty Ltd
TME Brown
Golder & Associates
ATC Williams
G.H.D Pty Ltd
Structerre Consulting
Chartered Engineers
Phone
9347 0000
9204 3511
9368 2615
9213 7600
9355 8700
6222 8645
Contact
David Fulsham
Rob Shaplande
Ken Brown
Andrew Cray
Zoran Kovacev
David Elias
9205 4520
Santiago Abueva
and is required to
(i)
(ii)
Identify the substrata and its classification;
Recommend remedial measures to have the site reclassified as Class A
or Class S in accordance with AS 2870 -1996 (Amended);
(iii) Determine the water table level for the site;
(iv)
Recommend measures for the disposal of stormwater either onsite or
via a comprehensive subsoil drainage network.
(v)
Supervise the remedial work and certify that the works have been
undertaken in accordance with the recommendations of the
Geotechnical Report, and the foundation material is capable of an
allowable bearing pressure of 100kpa;
4.1.1 The requirements as laid down in the Shire's Specifications for the
Design and Construction of Roads and Stormwater Drainage shall be
complied with and the drawings and specifications approved by the
Council, prior to the commencement of any work in the subdivision. It is
recommended that consultation with the Shire's engineering
department occurs in the early stages of subdivisional design so that
work can progress towards achieving a safe and functional road,
drainage and footpath layout that is to the satisfaction of the Shire
Engineer.
4.1.2 Prior to site works commencing, the potential dust risk of the site is to
be assessed in accordance with the "Land development sites and
impacts on air quality – Department of Environmental Protection,
November 1996". The assessment is to form part of the subdivision
submission to the Council.
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4.1.3 The construction work shall be carried out in accordance with the
approved drawings and specifications, and will be subject to stage
inspection and approval by the Engineer or his representative during
the course of construction. Final approval shall only be given when the
whole of the works shown on the plan of subdivision submitted for
clearance have been executed to the true intent and meaning of the
approved specification and to the satisfaction of the Shire Engineer.
The Council shall notify the Department of Planning that the conditions
of subdivision relating to road construction have been complied with
and that the Diagram of Survey has been cleared.
4.1.4 From the date of registration of the Diagrams of Survey by the
Department of Planning and the Office of Titles, any land delineated
and shown as a new road on such diagrams shall be under the control
of Council.
4.1.5 Public Road Intersections. Where a planned subdivision shows the
joining of a subdivisional road with an existing public road, then the
subdivisional road shall be so constructed as to connect the public
roadway.
4.1.6 Where footpaths and / or paving of Public Access Ways is required as a
condition of subdivision, a non refundable bond shall be paid to Council
for construction by Council at a future date.
4.1.7 It should be noted that Council Policy is that any road, path or drainage
works associated with a planned subdivision, within a gazetted road
reserve shall be carried out by the Council at the developers cost,
unless otherwise approved. This includes all reinstatements associated
with Sewer Works. In such instances the developer is required to pay
the Councils estimated cost of the works in advance and agree to pay
the actual costs on completion of the works.
Where sewer or water supply works are to be undertaken, within
gazetted road reserves, formal application and approval for permission
to work within the road reserve is required.
4.2
General
4.2.1 All works shall be carried out in accordance with the Occupational
Health, Safety and Welfare Act, 1984.
4.2.2 Temporary Road Closure
Where it is necessary to close an existing road to carry out any part of the
subdivisional works, approval for such closure shall be obtained from the
Shire‘s Engineering Department, at least (28) days prior to the work
commencing.
The following conditions shall apply to such closures:
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POLICY MANUAL
(a)
A suitable detour shall be determined and clearly signposted with
approved signs for the duration of the works and if no such detour is
available, suitable and passable side tracks shall be provided.
(b)
In the case of arterial roads and on other roads where a suitable and
convenient detour is unavailable, the road closure shall be advertised
by double column display advertisements in local newspapers
advising the reason, location and duration of the closure and the route
of the proposed detour, such advertisements being placed 21 days
prior to the date of the proposed closure.
(c)
In the case of arterial roads and on other roads where a suitable and
convenient detour is unavailable, advisory signs shall be erected at
appropriate locations on the site 21 days prior to the closure, such
signs to comprise a minimum 100 mm letter height and to advise the
reason, location and duration of the road closure.
(d)
The works and road closure shall be adequately lit at night and other
appropriate precautions shall be taken to ensure public safety.
(e)
Emergency services, schools, other large institutions and large
businesses that may be affected by the closure shall be advised in
writing of the reason, location and duration of the road closure and the
route of the proposed detour at least 21 days prior to the closure.
(f)
The works shall be carried out in an expeditious manner to minimise
the impact of the road closure on the general public.
(g)
Where the road closure is required by a private contractor to carry out
works in the road reserve then the contractor must obtain approval
from the Shire‘s Engineering Department, prior to commencing the
works.
Survey Set Out
4.3.1 All works shall be set out and constructed in accordance with the
alignments, levels, grades and cross sections as shown in the
approved drawings.
4.3.2 Care shall be taken when working in the vicinity of survey pegs and
bench marks to ensure the accuracy thereof.
4.3.3 The Subdivider shall be responsible for the accuracy of the setting out
of works.
4.4
Construction Tolerances
The tolerances to levels permitted for the various stages of road construction
shall be as follows:
Sub-grade
Sub-base
-50mm to + 0mm
-25mm to +10 mm
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Base
Bitumen primer
Concrete kerbing
Asphalt surfacing
4.5
-10mm to +10 mm
+/- 0.5 litres/m2
Refer to Section 4 Clause 4.12
+/- 5mm
Clearing Works
4.5.1 Clearing of all shrubs and trees shall be completed to an extent
sufficient to facilitate the construction work. Natural vegetation should
be retained where possible.
4.5.2 All tree roots, boulders and other deleterious material shall, where
possible, be totally removed to a depth of 600 mm below the natural
surface or finished surface levels of the street, whichever is the
greater. Stumps shall be completely removed.
4.5.3 All holes and depressions resulting from clearing and grubbing shall
be backfilled with approved material and compacted to at least the
compaction of the surrounding in-situ material.
4.5.4 No material from the clearing shall be pushed beyond the limits of the
site.
4.5.5 Material cleared shall be either removed from the site and disposed of
at an approved waste disposal site or disposed of by burning. All
burning off shall be strictly to the requirements of the Bush Fires Act
and Environmental Protection Act.
4.6
Earthworks
4.6.1 Earthworks shall be completed to this specification and tolerances as
set out herein and as detailed in the drawings.
4.6.2 The road shall be cut to the grades and batters indicated on the
approved drawings.
4.6.3 All fill shall be clean free-draining medium to coarse sand and shall be
compacted to the full depth of 95% of the modified maximum dry
density when tested in accordance with AS 1289 E2.1 – 1977 unless
otherwise approved.
4.6.4 All cut through rock shall be excavated to a depth of 100mm below
sub-grade level and 200mm below the finished level of verges.
4.6.5 Blasting
4.6.5.1 Excavation in rock or hard soil may be carried out by blasting
only if a blasting permit has been obtained from the Shire‘s
Executive Officer in accordance with Explosives Regulations
1963 Regulation 115(6).
4.6.5.2 All explosives shall be stored and handled in accordance with
AS2187-1983-4 under the personal supervision of the holder
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of a current Shotfirer Permit. The Shotfirer shall be held
responsible for the repair, replacement, legal liability claims or
anything that may arise from the blasting operations. All such
screens, shields, matting and the like as is necessary to
prevent rock, stones, earth, debris or other material from
scattering or blowing from the immediate site of blasting shall
be provided.
All road verges shall be graded evenly and smoothly, free from rubble and
other deleterious material, to meet the level of the road kerb.
4.7
Soil Stabilisation
4.7.1 The subdivider shall be responsible for the satisfactory control of dust
and sand drift from the construction site.
4.7.2 Stabilisation of topsoil, sand or other material or matter subject to
movement over or near the subdivision shall generally be carried out
in accordance with the Environmental Protection Authority‘s Dust
Control Guidelines and to the satisfaction of the Shire‘s Engineering
Department, both during the construction stages and upon completion
of the subdivisional works.
4.7.3 Where initial stabilisation is carried out and subsequent works
associated with the subdivisional works causes deterioration of
effective stabilisation of the area, the area so affected shall be restabilised in an appropriate manner. The Subdivider shall effect a
varying method of re-stabilisation should initial stabilisations be found
to be unsuitable.
4.7.4 Stabilisation disturbed by works other than the subdivisional works
shall be the responsibility of the person responsible for the
disturbance of the stabilised areas (for example, builders, private lot
owners and Service Authorities).
4.7.5 A special performance bond in the form of either cash or unconditional
guarantee from a financial institution acceptable to Council to the
value of $0.50 per square metre of the cleared or disturbed lot area
shall be lodged with the Council prior to the commencement of any
works as a condition of approval of drawings for the subdivisional
works. These monies will be used by Council to control sand drift if, in
the opinion of the Shire‘s Engineering Department, the contractor is
not taking adequate precautions to control the sand drift during the
progress of construction work. The Consulting Engineer will be
advised in writing on each occasion it becomes necessary for Council
to use these monies for sand drift control. These monies will be
refunded upon completion of the subdivisional works, including the
stabilisation of the finished surface, less any amounts expended by
Council on the control of sand drift during the construction period.
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4.7.6
Council may reduce this bond to $0.25 per square metre for those
developments assessed in accordance with the Environmental
Protection Authority‘s Dust Control Guidelines and where the
relevant contracts for subdivisional works incorporate the dust control
strategies as indicated in the guidelines.
4.7.7 To avoid dust nuisance to adjacent owners the Shire‘s Engineering
Department, may direct that no earthworks, including stripping, filling
or placing of topsoil, be carried out when a wind is blowing towards
surrounding properties which is likely to cause sand drift or dust to
reach those properties.
4.8
Sub-Grade
4.8.1 The formation shall be excavated in conformity with the profiles,
dimensions, cambers and depths as shown on approved drawings.
4.8.2 Unless otherwise specified the width of the formation ―boxed out‖ shall
be at least 600mm greater on each side than the finished sealed width
of the road pavement for urban roads.
4.8.3
Unless otherwise specified the width of the formation ―boxed out‖
shall be at least 1.0m greater on each side than the finished running
surface for rural roads.
4.8.4 The sub-grade shall be compacted to not less than 95% of its
modified maximum dry density when tested in accordance with AS
1289 E2.1 – 1977 Methods of Testing Soil for Engineering Purposes.
4.8.5 This work shall be checked and approved prior to the placement of
any foundation material.
4.9
Sub-Base Course
4.9.1 The sub-base shall be constructed of limestone complying with the
requirements of Section 8.1 ―Specification for Limestone‖ unless
otherwise approved.
4.9.2 The sub-base shall be placed so that the compacted sub-grade is not
disturbed and broken up and that the even thickness specified is
achieved. Sub-base material shall not be spread upon a waterlogged
sub-grade.
4.9.3 The sub-base course must be installed full depth (i.e. no separate
base course layers) to suit the overall pavement design.
4.9.4 The sub-base course shall be compacted to not less than 95% of its
modified maximum dry density when tested in accordance with AS
1289 E2.1 – 1977.
4.9.5 Where damage to adjoining properties may result, the use of vibrating
rollers will not be permitted.
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4.9.6 All irregularities in the longitudinal grade and cross section shall be
corrected in an approved manner until the road sub-base is brought to
a uniformly compacted smooth and even surface.
4.9.7 If, during the construction period, the surface of the sub-base shows
any imperfections or failures, such shall be corrected in an approved
manner.
4.9.8 Unsatisfactory sub-base material shall be removed from the site and
replaced with material as specified.
4.9.9 The sub-base construction shall be approved
commencement of the placing of the base material.
prior
to
the
4.9.10 No work is to continue with the installation of the Base Course until all
testing is done and original test results are supplied to Council and
approved.
4.10
Base Course
4.10.1 The pavement base material shall consist of fine crushed rock (road
base) complying with the requirements of Section 8.2 ―Specifications
for Road Base‖ unless otherwise approved.
4.10.2 The base material shall be placed so that the limestone sub-base
material is not disturbed or broken up during the placement of the
base material and an even thickness as specified is obtained.
4.10.3 The base course must be installed full-depth (i.e. no separate subbase course layers) to suit the overall pavement design as approved.
4.10.4 Grading of loose material over a hard surface and/or compaction in a
thin layer is not permitted.
4.10.5 The base course shall be compacted to not less than 98% of its
modified dry density when tested in accordance with AS 1289-E2.1
1977.
4.10.6 The base shall be water bound by the surface being sprayed with
water and rolled until a slurry finish has been obtained. When this has
dried, any surplus slurry material shall be broomed off the surface and
disposed of as directed.
4.10.7 The base construction shall be approved prior to priming.
4.10.8 Prior to surfacing all underground public utilities service crossings
shall be installed. All road crossings shall be backfilled and compacted
in accordance with the requirements for sub-grade and sub-base
construction.
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4.11
POLICY MANUAL
Primer Sealing Of Pavement
4.11.1 The surface of the base course shall be primer sealed in accordance
with Austroads publication ―Bituminous Surfacing Volume 1, Sprayed
Work 1989‖ prior to the application of the wearing course.
4.11.2 Sweeping
The surface of the base course shall be swept free from any loose
material and dust in such a manner that will not damage the finished
surface of the base course prior to the application of the binder.
4.11.3 Application of Binder
In cases where a hot sprayed bitumen surface is specified, the primer
seal shall be hot cut-back bitumen; for asphalt surfaces, either
bitumen emulsion or hot cut-back bitumen as specified below may be
used.
Primer sealing shall not be carried out for a period of at least 24 hours
after completion of the water binding of the base course.
4.11.3.1 Bitumen Emulsion
Bitumen emulsion in accordance with AS 1160-1988 shall
be uniformly and evenly sprayed onto the existing surface at
a rate determined by the design but shall not be less than
1.4 litres per square metre measured at 15 degrees Celsius.
4.11.3.2
Hot Cut-Back Bitumen
Hot cut-back bitumen in accordance with AS2157-1980
‗Cutback Bitumen‖ shall be applied at the rate determined
by the design but shall not be less than 1.2 litres per square
metre measured at 15 degrees Celsius, with the
temperature of the bitumen being between 70 and 120
degrees Celsius.
4.11.3.3 The Binder Application
The primer seal shall be applied by an approved
mechanical sprayer. Where the direct use of a mechanical
spray is impracticable, the binder may be sprayed using a
hand lance fed from the mechanical sprayer.
4.11.4 Application for Aggregate
4.11.4.1
The primer seal shall immediately after spraying be
covered with approved 7mm nominal size aggregate as
detailed in Section 6.3 ―Specification for Sealing
Aggregate‖ so that all sprayed areas shall be completely
covered within a period of 15 minutes.
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4.11.4.2
The aggregate shall be dry and free from dust and other
deleterious material, and be spread by means of an
approved aggregate spreader capable of spreading a
uniform layer of aggregate.
4.11.4.3
Rate of application shall be determined by design but shall
not exceed 150m2 per cubic metre of metal, controlled so
that only sufficient is applied to give a uniform dense mat
of one stone thickness.
4.11.4.4
Within 5 minutes of the application of the aggregate,
rolling shall commence using appropriate equipment and
continue until the aggregate is well embedded in the
binder an a uniform surface obtained.
Hot Sprayed Bitumen Surfacing
4.12.1 The application of a single coat aggregate wearing course to a surface
which has been primer sealed in accordance with Section 4.9 shall be
designed and carried out in accordance with Austroads publication
―Bituminous Surfacing, Volume 1, Sprayed Work 1989‖. The wearing
course shall be applied to those areas as shown on the approved
drawings and shall consist of a hot bitumen binder with appropriate
aggregate.
The Subdivider shall submit his proposed application rates for binder
and aggregate for approval.
4.12.2 Before the binder is applied, the surface shall be swept free of all
loose stones, dust, dirt and foreign material. Any sections of
pavement that are loose or damaged shall be repaired and finished to
the correct level.
4.12.3 Materials
The binder and medium curing cutting oil shall comply with AS 20081980 and AS2157-1980.
The proportion of medium curing cutting oil to be added to the binder
shall be determined by the design and shall not to exceed 8%.
The aggregate shall consist of crushed stone as specified in Section
8.3 ―Specification for Sealing Aggregate‖ and shall be of 14 mm
nominal size.
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4.12.4 Application of Binder
4.12.4.1
The Subdivider shall give the Engineer at least 48 hours
notice of his intention to apply the binder and the approval
shall be obtained before any spraying commences. The
surface to be sealed shall be dry and no binder shall be
applied whilst the pavement temperature is less than 25
degrees Celsius or during wet conditions, or when
adverse weather conditions may prevail at any time during
such work.
4.12.4.2
The binder shall be applied by an approved mechanical
sprayer. Where the direct use of the mechanical sprayer is
impracticable, the binder may be applied by using a hand
lance fed from the mechanical sprayer.
4.12.4.3
The binder edge shall not deviate from the desired edge
lines by more than 50 mm. The rate of deviation of the
binder edge from the desired edge lines shall not exceed
one in four hundred (1:400).
4.12.4.4
All necessary precautions shall be taken to prevent over
spray of binder. Any damage or defacement shall be
made good immediately the sealing in that section has
been completed, with all cleaning work being carried out
to an acceptable standard.
4.12.5 Application of Aggregate
4.12.5.1
The aggregate shall be dry and free from dust and other
deleterious material at the time of application and shall be
uniformly spread over the sprayed area by means of an
approved type of mechanical spreader.
4.12.5.2
The time lag between spraying and spreading shall be
kept to a minimum and all sprayed areas, with the
exception of approved lapping strips, shall be covered with
14mm nominal size aggregate within ten (10) minutes of
spraying the binder.
4.12.5.3
If there are surplus loose particles on any portion of the
sealed area such portion shall be swept lightly so as to
move the loose particles but not disturb the aggregate
embedded in the binder.
4.12.5.4
Rate of application shall be determined by design but shall
not exceed 150 m2 per cubic metre of metal, controlled so
that only sufficient is applied to give a uniform dense mat
of one stone thickness.
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4.12.5.5
Within 5 minutes of the application of the aggregate,
rolling shall commence using appropriate equipment and
continue until the aggregate is well embedded in the
binder and a uniform surface obtained.
4.12.5.6
Any loose cover material not incorporated in the seal after
the completion of rolling shall be removed from the seal
surface as directed and disposed of in an approved
manner.
4.12.6 Two-Coat Surfacing
The application of a consecutive two coat aggregate wearing course
seal will be approved on submission of a fully detailed specification.
4.12.7 Measurement and Recording of Application Rates
4.12.7.1
Binder
All loads of bitumen shall be sampled in accordance with AS 11601988, AS 2008-1980 or AS2157 –1980 as appropriate.
The following records shall be kept of all spray runs by a competent
person and supplied to the Shire‘s Engineering Department:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
Spray width
Start chainage – finish chainage
Side of road (left or right)
Road temperature
Bitumen temperature
Volume of bitumen used
Average bitumen application rate
4.12.7.2
Aggregate
Aggregate volume shall be measured in truck at the point of
spreading.
Each load shall be levelled to facilitate calculation of
volumes with the volume of the aggregate being recorded for each
truck.
The actual application rate of cover aggregate shall be calculated
from the measured volumes spread and the actual area measured on
the site by the Consulting Engineer and supplied to the Shire‘s
Engineering Department.
4.13
Concrete Kerbing
4.13.1 All concrete kerbing shall be cast in-situ Semi-Mountable type using
an extrusion machine to a cross sectional profile as shown on the
approved drawings.
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4.13.2 Appropriate measures shall be taken to ensure that kerbing is
securely held in position. The laying of kerbing on the primed base
course the same thickness as main road base course, with asphalt
placed against the front face and fill against the rear face is deemed to
comply with this requirement.
4.13.3 All concrete work shall be carried out in accordance with AS36001988.
4.13.4 All concrete used shall be supplied in a ready mixed state and shall
comply with the requirements of AS1379-1973. All concrete used in
the works shall develop a minimum compressive strength of 20 MPa
at 28 days with a maximum slump of 90mm.
4.13.5 The surface of the road shall be thoroughly swept clean of all loose
material prior to the kerb being cast to ensure the maximum bond
between the kerb and the pavement material.
4.13.6 Tolerances
The line, level and radius of all kerbing shall be in accordance with
the following tolerances:
(a)
(b)
(c)
(d)
The top surface of the kerb shall be parallel to the ruling grade of
the pavement and shall be free from irregularities exceeding
5mm when measured with a 3m long straight edge.
Level +/- 5mm
Line +/- 10mm
Cross section dimensions +/- 5 mm.
4.13.7 The finished kerb shall be true to the cross-section dimensions
specified and shall have a smooth finish.
4.13.8 Contraction Joints
Contraction joints shall be constructed every 2.5 metres run of
kerbing. The contraction joints shall be 6mm wide and shall be cut
through the kerb above the road surface level immediately after
extrusion. Care must be taken to avoid any disturbance to the edges
of the joint and any such disturbance shall be made good
immediately.
4.13.9 Expansion Joints
Not less than 24 hours after placement of the kerb, expansion joints
shall be formed by cutting completely through the kerb at 5.0 metre
intervals, at sides of drainage gullies and at tangent points of all small
radius horizontal curves. The expansion joints shall be 13mm wide.
Each expansion joint will be filled with a foam packer which shall be
covered with an approved compound.
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4.13.10 Curing
All concrete shall be cured as specified in AS3600-1988.
4.13.11 Protection
All kerbing shall be protected from damage and any damage repaired
immediately so that no visible cracks remain.
Kerbing with any cracking will not be approved and must be replaced
prior to final inspection taking place. There will be no minimum
amount of cracking allowable.
4.13.12 Backfilling
The backfill material shall be free draining sand and/or topsoil, free
from debris and deleterious matter and levelled and compacted to not
less than 90% of the modified maximum dry density when tested in
accordance with AS1289 E2.1-1977.
4.13.13 All surplus materials including materials removed due to noncompliance with the specifications shall be removed from the site
and the area left in a neat and tidy condition.
4.14
Asphalt Surfacing
4.14.1 General
Asphalt used for the wearing course on any road pavement shall
consist of a combination of coarse aggregate, fine aggregate and
mineral filler, uniformly coated and mixed with a bitumen binder in
accordance with that detailed in Section 8.4 ―Specification for
Asphalt‖.
All work and material shall be in accordance with the requirements of
AS 2734-1984 and shall provide a surface with level and roughness
tolerances complying with the standard and having a compaction of at
least 98% of the 50 blow, 35 blow or 25 blow Marshall density as
approved.
4.14.2 Commencement of Works
The Contractor shall give at least 24 hours notice to the Shire‘s
Engineering Department, before commencing or recommencing any
asphalt surfacing works.
4.14.3 Delivery Records
A weighbridge ticket showing the empty and loaded masses of the
vehicle shall be made available to the Shire‘s Engineering
Department, at the point of delivery by the driver of the vehicle
together with written confirmation of the following if requested:
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(i)
(ii)
(iii)
(iv)
The date and time of loading;
The name of the supplier and the plant location;
The identification number of the vehicle; and
The nominal size of the asphalt aggregate.
4.14.4 Testing of Asphalt
Test results indicating the following shall be supplied on request:
Marshall Stability
Marshall Flow
Bitumen content
% air voids
% compaction
4.15
Street Name Plates
4.15.1 The subdivider shall be responsible for the supply and erection of all
street nameplates in accordance with AS1742.5 –1986 Part 5.
Nameplates shall be of approved type, be fully reflective on extruded
aluminium and shall be erected at all newly created intersections and
shall indicate the names of both streets. Nameplates shall incorporate
any special feature which may be required by Council (eg Shire logo,
colours of legend and background, etc).
4.15.2 Depth of sign shall be 150mm with 100mm lettering except on major
roads where a depth of 200mm with 150mm lettering shall be used.
4.15.3 Signs shall be mounted on 50mm diameter galvanised steel posts so that
the bottom of the sign is 2.7 metres clear of the ground. Posts shall be
concreted into the ground to a depth of at least 0.6 metres. The pole shall
be erected on the 2.7 metre alignment.
Temporary ―No Through Road‖ signs shall be erected on roads that have
been temporarily terminated.
4.16
Street Lighting
Western Power Standard Street Lighting
Standard Western Power street lighting is used in most subdivisional works.
The developer may arrange for a powder coating of the pole to present a
more aesthetically pleasing finish. These poles are maintained by Western
Power and replaced with the standard ―grey‖ pole if damaged
Western Power Decorative Street Lighting
Decorative Western Power street lighting is being used more and more in
residential subdivisional works as the developer tries alternative treatments
to dress up their particular subdivision. These poles are maintained by
Western Power and replaced with another decorative pole if damaged.
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Non-Standard Street Lighting
Before the advent of the decorative range of Western Power street lights
many local authorities accepted the installation of ―non-standard‖ street
lighting.
The maintenance of these lights is carried out by the respective local
authority and presents an ongoing maintenance issue that can be quite
expensive.
4.17
Footpaths and Dual Use Paths
Footpaths and dual-use paths in road reserves shall be provided in urban
residential subdivisions unless special circumstances prevail in which case
they may be omitted at Council‘s discretion. If such paths are required they
shall be constructed by the Subdivider at the time of Subdivision.
Where paths are to be provided by the Subdivider they shall normally be
1.5m footpath and/or 2.0m dual-use x 100mm thick concrete paths with a 2%
slope towards kerbs (or edge of roadways). Tooled lock-joint contraction
joints shall be provided at 2m intervals and 12mm wide full depth expansion
joints shall be provided at 6m intervals. The surfaces of concrete paths shall
have a non-slip broomed finish. Other types of path e.g. brick may be
accepted at Council‘s discretion.
Paths shall generally be provided on one side of a road only however a path
may be required on both sides of a street if so determined by the Liveable
Neighbourhoods document. The paths shall normally be laid parallel to the
kerb line (or edge of roadway). The longitudinal profile shall follow the
longitudinal profile of the kerb line (or edge of roadway).
4.18
Path and Island Paving
4.18.1 The paving material used in the construction of off-road paths and
islands shall be 100mm thick cast ―in situ‖ concrete. The finished
surface shall be smooth and free from defects with a ―broomed‖ nonskid finish. Contraction joints shall be provided every 2.0 metres.
These shall be cut with an approved grooving tool and be 6mm wide.
Expansion joints fitted with ―Lock-Joint‖ shall be provided every 6.0
metres. Every 48 metres, a non ―Lock-Joint‖ expansion joint shall be
provided. These shall be 13mm wide and filled flush with an approved
jointing material. Alternative equivalent paving materials may be used
as approved.
4.17.2 All concrete work shall be carried out in accordance with AS36001988.
4.18.3 All concrete used shall be supplied in a ready mixed state and shall
comply with the requirements of AS1379-1973. All concrete used in
the works shall develop a minimum compressive strength of 20 MPa
at 28 days with a maximum slump of 90 mm.
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4.18.4 All paving to median islands shall be to the colour as specified by the
Engineer.
4.18.5 The sub-grade under all paths shall be clean, well compacted sand fill.
All concrete to median islands shall be placed on a compacted sand
bed.
4.18.6 All public utility services shall be installed under paths and other
paved areas prior to the paving work commencing.
4.18.7 The level of the finished concrete path shall suit the surrounding
ground levels provided that the paved surface is free draining, with all
path levels to be approved. Generally, all paths will have a 2% cross
fall towards the road pavement.
4.18.8 The Subdivider shall give landowners whose verges will be affected
by the path construction at least two (2) weeks notice of the
commencement of the construction work.
4.18.9 All work shall be carried out in accordance with Council‘s
requirements as appropriate and as detailed in its ―Path Construction
Specification.‖
4,18.10 Appropriate alterations to existing verge reticulation systems shall
be carried out as part of the work at no extra cost.
4.19
Lot Filling
4.19.1 Where lot filling is required in accordance with these guidelines, the fill
area shall be cleared and stripped of all organic material rubbish and
any other deleterious material and the filling placed and compacted to
the approved design levels.
The tolerances on lot filling shall be +/- 50mm.
4.19.2 The fill material shall be clean, free draining, medium to coarse sand,
free from foreign and organic matter.
4.19.3 Topsoil shall be stockpiled for later re-spreading on batters and other
disturbed surfaces where appropriate.
4.19.4 Material from clearing shall be disposed of away from the site of the
works in a place and manner approved by Council. No material from
clearing shall be deposited within the road reserve or on property
beyond the boundaries of the subdivision without the owner‘s
permission.
4.19.5 Adequate precautions must be taken to ensure no damage occurs to
trees, vegetation, fences, services and other improvements outside
the designated areas of the works. Survey pegs or marks which are
disturbed shall be reinstated by a licensed surveyor at the
Subdivider‘s expense.
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4.19.6 All fill shall be compacted to the full depth with a density of 95% over
the building envelope and 90% over the remainder of the fill area, of
the modified maximum dry density when tested in accordance with AS
1289 E2.1-1977.
4.19.7 Where open drains across lots have been backfilled, the compaction
of the backfill shall be in accordance with the preceding Clause and
such areas shall be subject to special testing as determined by the
Shire‘s Engineering Department.
4.19.8 The requirements for stabilisation, dust control and sand drift as
detailed in Section 4.6 shall also apply to lot filling.
4.19.9 For urban subdivisions on a clay sub grade, the clay surface shall be
sloped at a minimum grade of 1:100 towards a subsoil drainage line
and covered with a minimum fill of 300mm of clean sand over the
entire site. Clay being used as fill to achieve a uniform graded surface
shall be compacted to 90% of the modified maximum dry density
when tested in accordance with AS1289 E2.1-1977.
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SECTION 5 – CONSTRUCTION OF STORMWATER
DRAINAGE
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5.
POLICY MANUAL
CONSTRUCTION OF DRAINAGE WORKS
5.1
General
Land owners subdividing land for urban, residential or industrial
developments are required to provide a stormwater drainage system to the
satisfaction of the Shire of Gingin‘s Engineering Department.
5.1.1 Stormwater Drainage – General
All commercial, industrial and multi-residential (triplex or larger)
developments are required to provide a stormwater disposal system to
the satisfaction of the Shire of Gingin‘s Engineering Department.
Further information on the means of disposal, whether it be ―on-site‖
or connection to an existing drainage scheme may be obtained from
the Shire of Gingin‘s Engineering Department.
5.1.2. Stormwater Drainage – Design Criteria
The stormwater drainage system is designed using methods in
accordance with Australian Rainfall and Runoff – A Gide to Flood
Estimation Vol. 1 1987 (AR & R – 1987) and Stormwater Drainage in
Small Urban Catchments: ARRB Special Report No. 34.
Attention is drawn to the major/minor concepts of drainage design as
per Section 14.5.1 AR & R 1987.
Drainage systems in residential areas are designed for a 1 in 5 year
storm, and in industrial areas, for a 1 in 10 year storm. A six minute
interval is used as the minimum time of concentration to the first gully.
Storms with recurrence intervals above the 1 in 10 year are also
considered and ―temporary‖ storage designed within the road reserve.
The overland flow path required by a 1 in 100 year storm event must
also be considered.
Drainage systems are to be designed as a manhole to manhole
system with contributing inflows from ―trapped‖ interceptors.
The rainfall intensity for a calculated time of concentration and
recurrence interval are determined from the Rainfall Intensity Diagram
for the specific Local Authority.
The total area contributing should be analysed and runoff coefficients
assigned to each common sub-area. Runoff coefficients to be used
are as follows:



Industrial and Commercial Areas – 0.9 of total area unless
otherwise advised by the Shire of Gingin‘s Engineer.
Residential – 0.3 of total area (where connected to drainage
system)
Multi-residential – 0.7 of total area (where connected to a
drainage system)
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
Road Reserve – weighted coefficient based on 0.9 for road
pavement and 0.5 for verge area.
In areas where high groundwater conditions are encountered, subsoil
drainage may be required as a condition of subdivision.
Interceptors are generally ―side entry‖ type and positioned so that the
width of gutter flow is limited to 1.5m in local, collector and arterial
roads. Consideration should always be given to keeping intersections
as free of runoff as possible. At low points double entry pits are
required, each pit is to be individually connected to a common
manhole.
Interceptors must be ―trapped‖ and fitted with a fibreglass baffle prior
to connection to a stormwater manhole.
Pipes systems are designed to operate under pressure ―or surcharge‖
as per Section 14.5.7 of Australian Rainfall and Runoff. The Hydraulic
Grade Line analysis shall take into account head losses through gully
pits and manholes. The pipe system shall have the capacity to handle
the design flow with the surcharge maximum water level in gullies
150mm below the surface and in manholes 300mm below the surface.
In general, pipes should not decrease in size downstream irrespective
of steeper grades. Special circumstances requiring the decrease of
downstream pipe sizes must be approved by the Shire of Gingin
Engineering Department.
The velocity in pipes is limited to the range 0.7 m/s – 6.0 m/s. The
possibility of scour at outfalls is considered and steps taken to
eliminate it where it may occur.
Where pipe selections are determined from flow charts, care should
be taken to use the appropriate chart that will reflect conditions well
into the service life of the pipe. Where flow charts are based on the
Colesbrook-White equation, the ―K‖ value for concrete pipes is
0.30mm.
A copy of all design calculations is submitted with the design plans for
approval. Reference should be made to the flow chart used in
determining pipe selection.
In industrial and multi-residential subdivisions design flow and
proposed connection points for each Lot is clearly indicated on the
design plans. The Lot connection pit shall conform to the Shire of
Gingin‘s requirements for manhole construction and be fitted with a
baffle on the outlet pipe to the main line.
Drainage lines are rubber ring jointed reinforced concrete pipes,
although aluminium pipes and PVC pipes are also used when specific
conditions must be met. PVC stormwater class pipes (up to a
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maximum size 300mm) may be used for subsoil drainage if approved
by the Shire of Gingin‘s Engineering Department.
Slotted drainage lines are a minimum size of 150mm diameter and are
laid to a level equal to the annual average maximum groundwater
level. Historically, subsoil pipes were laid as deep as possible to have
the maximum effect on lowering the water table. This is no longer
considered as an appropriate solution to groundwater problems.
The maximum size of slotted drainage lines is 300mm diameter;
where drainage lines exceed 300mm and subsoil drainage is required
a 150mm diameter slotted drain is run alongside the main line.
Solid drainage lines are reinforced concrete pipes with a minimum
size of 225mm diameter and at least Class 2, although the smallest
RC pipe now produced by many pipe manufacturers is 300mm
diameter. All road pavement crossings are 225mm diameter
(minimum) solid pipe at a minimum grade of 1:200. In general, the
minimum cover for a Class 2 pipe is 500mm.
Manholes are included on drainage lines at all connection points, all
changes of horizontal alignment and all changes of grades. The
maximum distance between manholes is 100m and the maximum
distance between a manhole and a gully are 20m.
Where a drainage system is to discharge into a Department of Water
(DoW) drainage system prior approval from DoW must be obtained.
Where a drainage system cannot be connected to an outfall system,
the method of discharge is approved by the Shire of Gingin‘s
Engineer.
Where a subdivision is to include a compensating basin, the basin is
designed in accordance with Section 14.6.6 AR & R 1987 and the
requirements of the DoW.
Generally, stormwater drainage pipes are laid on the alignment as
specified in the Public Utilities Information Manual unless approved by
the Shire of Gingin‘s Engineering Department. The standard
stormwater drainage alignment is 3.6m from the property boundary.
Within easements the standard alignment is 1.5m from the boundary
but may be larger depending on the pipe diameter.
All subdividers with land in a common catchment area have a joint
responsibility to ensure that the whole catchment area (including
dedicated roads) will be served by an effective drainage system.
When only a portion of a catchment is being developed at a particular
time, the drainage strategy for the whole area should be determined.
Subdividers are responsible for arranging their own cost sharing
arrangements.
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Any drainage to be constructed within a dedicated road reserve is
undertaken by the Shire of Gingin‘s Engineering Department at the
subdivider‘s cost, unless otherwise approved.
5.1.3 Earthworks and Recontouring
The maximum grade across blocks and developed areas is 1 in 8,
property boundary to property boundary. Where overall recontouring
is not required the maximum block grading from the design verge level
at the property boundary is not greater than 1 in 6 extending 7.5
metres into the property. The Shire of Gingin‘s Engineer may approve
a variation to this condition under special circumstances.
Recontouring of land adjacent to Dedicated Roads shall match the
boundary levels for that Dedicated Road specified by the Shire of
Gingin‘s Engineer.
Recontouring and earthworks on Public Open Space (POS) is to a
maximum grade of 1 in 8. Under certain circumstances, the Shire of
Gingin‘s Engineer may approve grades up to 1 in 6.
Earthworks and Public Access Ways (PAW) and Battleaxe Entries
(BE) shall have a level cross section boundary to boundary. The
maximum longitudinal grade of PAWs and BEs is 1 in 6, unless
otherwise approved the Shire of Gingin‘s Engineer.
Roads, PAWs and BEs are cleared of rocks, trees, shrubs and
vegetation and grubbed out to clear roots and stone. Clearing on POS
and blocks is restricted to those areas that require recontouring.
Topsoil is removed, stockpiled and respread on batters,
embankments, POS and other earthworked areas to encourage
vegetation regrowth. Cleared areas will also require soil stabilisation.
Where recontouring in either residential or industrial areas requires fill,
the fill material is to be clean sand. Fill is placed in horizontal layers
which can be compacted to the specified densities with the
Contractor‘s equipment and methods. The fill is compacted to not less
than the following maximum dry density when tested in accordance
with the appropriate test methods of AS1289:
a)
Fill within Road Reserve and other locations subject to traffic –
95%
b)
All other areas – 90%
5.1.4 All works shall be carried out in accordance with the Occupational
Health, Safety and Welfare Act 1984.
5.1.5 Temporary Road Closure
Where it is necessary to close an existing road to carry out any part of
the subdivisional works, approval for such closure shall be obtained
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from the Shire‘s Engineering Department, at least (28) days prior to
the work commencing.
The following conditions shall apply to such closures:
(a)
A suitable detour shall be determined and clearly signposted
with approved signs for the duration of the works and if no such
detour is available, suitable and passable side tracks shall be
provided.
(b)
In the case of arterial roads and on other roads where a
suitable and convenient detour is unavailable, the road closure
shall be advertised by double column display advertisements in
local newspapers advising the reason, location and duration of
the closure and the route of the proposed detour, such
advertisements being placed 21 days prior to the date of the
proposed closure.
(c)
In the case of arterial roads and on other roads where a
suitable and convenient detour is unavailable, advisory signs
shall be erected at appropriate locations on the site 21 days
prior to the closure, such signs to comprise a minimum 100 mm
letter height and to advise the reason, location and duration of
the road closure.
The works and road closure shall be adequately lit at night and
other appropriate precautions shall be taken to ensure public
safety.
(d)
5.2
(e)
Emergency services, schools, other large institutions and large
businesses that may be affected by the closure shall be
advised in writing of the reason, location and duration of the
road closure and the route of the proposed detour at least 21
days prior to the closure.
(f)
The works shall be carried out in an expeditious manner to
minimise the impact of the road closure on the general public.
(g)
Where the road closure is required by a private contractor to
carry out works in the road reserve then the contractor must
obtain approval from the Shire‘s Engineering Department prior
to commencing the works.
Survey Set Out
5.2.1 All drainage works shall be set out and constructed in accordance with
the alignments, levels and grades as shown in the approved drawings.
5.2.2 Care shall be taken when working in the vicinity of survey pegs and
bench marks to ensure the accuracy thereof.
5.2.3 The Subdivider shall be responsible for the accuracy of the setting out
of works.
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5.3
POLICY MANUAL
Construction Tolerances
The tolerance for piped drainage lines shall generally be +/- 10mm for level
and +/- 50 mm for line, but in all instances each section of drain shall be
capable of carrying the design flow.
5.4
Materials
5.4.1 Pipes
5.4.1.1 Drainage pipes may be reinforced concrete, fibre-reinforced
cement, corrugated aluminium or plastic. Other types may
be used on the approval of the Shire‘s Engineering
Department.
5.4.1.2
All pipes shall conform to the appropriate Australian
Standard, such as the following:
AS1342-1973
AS1712 – 1976
AS1761 – 1985
AS1762 – 1984
AS2566 - 1982
Precast Concrete Pipes
Fibre Cement Pipes
Helical Corrugated Steel Pipes
Plastic Pipe-laying Design
5.4.1.3
Subsoil drainage pipes shall conform to the above but,
except in the case of reinforced concrete pipes, shall have
250 mm by 5 mm slots cut through the pipe on alternate
sides at 100 degrees so that the total length of slots is
approximately half that of the pipe.
5.4.1.4
Reinforced concrete pipes shall be spigot and socket type
unless otherwise approved.
5.4.2 Concrete
5.4.2.1 Concrete used for in-situ work shall conform to AS3600-1988
and be provided by a pre-mix concrete supplier conforming to
AS1379-1973 or mixed on site, using materials as specified
and plant to the approval of the Engineer.
5.4.2.2 Concrete for manholes, headwalls, end walls and keels shall
have a minimum compressive strength of 20 MPA after 28
days. The slump shall not exceed 70 mm or be less than 30
mm. Maximum size of aggregate shall be 20mm.
5.4.3 Cement
5.4.3.1 All cement used shall be Portland cement in accordance with
AS1315-1982 and obtained from an approved manufacturer.
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5.4.3.2 Cement shall be delivered to the site fresh and in sealed bags
and there stored in a weatherproof shed until such time that tit
is to be used. Any bag showing signs of deterioration or
setting shall be rejected.
5.4.4 Concrete Aggregate
5.4.4.1 Fine aggregate shall be well graded, clean, sharp and free
from clay and organic impurities in accordance with
AS2758.1-1985.
5.4.4.2 Coarse aggregate shall be crushed granite or diorite clear and
free from all impurities in accordance with AS2758.1-1985.
5.4.5 Water
5.4.5.1 Water for use in concrete and mortar shall be of potable
quality, free from any impurities harmful to concrete mortar or
steel.
5.4.6 Sand
5.4.6.1 Sand for mortar will be crushed stone or natural sand free
from all deleterious substances and have a uniform grading.
5.4.6.2 Sand for bedding or backfilling shall be clean sand free from
roots, clay or any deleterious matter.
5.4.7 Steel
5.4.7.1 Steel reinforcing fabric and steel reinforcing bars for concrete
shall comply with the requirements of AS1302-1977, AS13031973 and AS1304-1973 and be free from loose rust or matter
likely to impair the bond with concrete.
5.4.7.2 Structural steel shall comply with the requirements of AS12051980.
5.4.8 Bricks
5.4.8.1 Bricks shall be hard, well burnt, pressed or wire cut clay bricks
in accordance with AS1225-1984 having a minimum ultimate
strength of 30 MPA and absorbing when saturated, not more
than 10% of their own weight in water.
5.4.8.2 Bricks shall be of uniform shape and size, carefully conveyed
and unloaded at the site. No chipped or broken bricks shall
be used, and no pieces of brick to be used except where
necessary as closures.
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5.4.9 Calibrated Metal
5.4.9.1 Calibrated metal (granite or diorite) shall conform to the
following sieve grading:
Sieve Size
19.0
13.2
9.5
6.7
2.4
0.6
%Passing
100
98-100
80-90
53-70
5-14
0-3
And be free from roots, clay and any deleterious material.
5.4.10 Manhole Liners
5.4.10.1 Manhole liners shall be circular precast concrete liners from
approved manufacturers capable of withstanding anticipated
design loadings.
5.4.11 Manhole Covers
5.4.11.1 Manhole covers located in the carriageway shall be equipped
with purpose built reinforced concrete surrounds a minimum
of 150mm thick and fitted with a ―Gatic‖ or similar type cast
iron frame and lid.
5.4.11.2 Manhole covers located elsewhere in the road reserve shall
be equipped with a purpose built reinforced concrete
surround 150mm thick.
5.4.11.3 All manhole covers shall be equipped with 600mm square or
circular access point with tapered inserts. Both cover and
insert shall have suitable lifting points installed.
5.4.11.4 Manhole covers located in easements on private allotments
shall be of suitable thickness as determined by design
loading but not less than 100mm.
5.4.12 Grated Covers
5.4.12.1 Grated cover surrounds shall be 150mm thick reinforced
concrete, 20 MPA at 28 days compressive strength concrete
with sufficient reinforcement to withstand the design loading.
5.4.12.2 The steel insert shall be contained within a steel surround
firmly embedded in the concrete and hinged on one side to
permit opening with the steel surround protruding above the
concrete surround by 25mm.
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5.4.12.3 All grated gully covers shall be of a heavy duty construction
and shall be load tested to full Austroads Highway Loading
Conditions (90kN Wheel Load applied as per AS1597 Part
1-1974).
5.4.12.4 Grated covers shall have clear minimum internal dimension
of 650mm x 490mm measured between and excluding the
supporting angle frame.
5.4.12.5 Where there is any likelihood of cycle traffic crossing the
road at right angles to the centreline of the road in the
vicinity of gullies, 25mm x 3mm mild steel straps shall be
welded to the bars at 100mm centres across the full length
of the grate or other method as approved.
5.4.13 Side Entry Kerb
Side entry kerb sections shall be reinforced concrete to a design submitted
and approved by the Shire‘s Engineering Department.
5.5
Installation of Manholes and Road Gullies
5.5.1 Manholes shall be constructed from either circular precast concrete
sections or square/rectangular brickwork as determined by detailed
design. Minimum thickness of brickwork shall be 230 mm.
5.5.2 The minimum internal size of all manholes shall be either 900 mm
circular or square but in all cases the manhole shall be at least
600mm larger than the largest pipe connected to the manhole. The
minimum manhole diameter in private property shall be 750mm.
5.5.3 All manhole covers shall overhang the liner or walls by 100mm
minimum. The tops of all manholes shall be flush with either the
pavement level or the finished ground level and set at appropriate
cross falls where necessary.
5.5.4 Manholes shall be embedded on sand compacted not less than 95%
of the maximum dry density when tested in accordance with
AS1289.E2.1-1977.
5.5.5 Steel step irons shall be installed in the walls of all manholes over 1.2
metres deep at approximately 400mm spacing or at every fifth course
of brickwork. Step irons shall be of an approved design with a
minimum diameter of 12mm.
The surface of these steps is
adequately protected against rust by galvanising or similar treatment.
5.5.6 Road gullies shall be a side entry pit design, a steel grate design or a
combination of both.
5.5.7 All manholes located in the road reserve shall have bases of 150mm
thick reinforced concrete, 20MPA at 28 days compressive strength
concrete with sufficient reinforcement to withstand the design loading.
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5.5.8 The grated cover shall be installed with the bars at right angles to the
road centreline.
5.5.9 Side entry pits shall be created by installing a precast kerb section
fitted with an opening into the kerb line. The minimum depth of the
opening shall be 100mm.
5.5.10 The side entry kerb shall be located directly above the manhole wall
such that the water flows directly from the water channel into the
manhole.
5.5.11 The road pavement in the vicinity of the side entry pit shall be shaped
to facilitate the ingress of water by forming an evenly graded
depression, the maximum depth of which shall be 50mm at the face of
kerb in the centre of the opening in the kerb section, constructed in
such a manner that does not reduce the serviceability of the road
pavement.
5.5.12 Manholes installed on the drainage lines 600 mm diameters and over
shall not be fitted with side entry inlets.
5.5.13 The road-wearing surface shall extend over grated gully surrounds.
Gully grates shall be installed 25mm proud of the primed road surface
in order to be flush with wearing surface.
5.6
Headwalls and End walls
5.6.1 Where a piped drain interfaces with an open drain, a suitable end wall
structure shall be provided to prevent the entry of loose material into
the pipe and the erosion of surrounding ground. In the case of pipes
exceeding 600mm diameter, suitable structures shall be fitted to the
inlet to the pipe drainage system to prevent access.
5.6.2 All headwalls and end walls shall be constructed using either concrete
with 20 MPA compressive strength, mortared stonework or brickwork.
5.6.3 For mortared stonework each stone shall weigh in excess of 10 kg
and the greatest dimension of any stone shall not exceed 1.5 times its
least dimension.
5.6.4 End walls located on outlet pipes exceeding 300mm diameter shall
include suitable erosion protection in the form of aprons and edge
beams.
5.7
Pipe Laying
5.7.1 Pipes shall not be laid on filled ground until such ground has been
compacted to a minimum of 95% of its modified maximum dry density
when tested in accordance with AS 1289.E2.1-1977.
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5.7.2 Trenches shall be excavated to the dimensions shown on the
approved drawings to the minimum consistent with bed width
requirements.
5.7.3 In the case of rock occurring in the bottom of the trench, the trench
shall be excavated to a depth of at least 200mm below the design
levels, backfilled with clean sand fill and compacted as specified in
Clause 5.7.1.
5.7.4 All blasting shall be carried out in accordance with Clause 4.5.6.
5.7.5 Free water in excavations shall be controlled to a level sufficiently low
so as not to interfere with the construction work.
5.7.6 The trenches shall be cut to the line, depth and gradient required. If
any pipe trench is excavated deeper than required, the extra depth
shall be filled with sand and compacted to a density comparable to
that of the natural surrounding material.
5.7.7 Any excavation which is carried out in public or private roads shall be
arranged so that pedestrian and vehicle access is maintained at all
times unless this is considered highly impractical, in which case work
shall be arranged to cause the minimum disruption possible.
5.7.8 Pipes shall be laid true to the design lines and levels as shown on the
approved drawings and shall be laid so that the pipes will be bearing
uniformly on the foundation for their entire length.
5.7.9 All pipes shall be jointed in accordance with the manufacturer‘s
recommendations unless specified otherwise.
5.7.10 No damaged pipe shall be used in the works.
5.7.11 All pipe laying and jointing shall be inspected and approval given
before backfilling or metalling commences. Any work that is covered
before being so approved shall be uncovered if so directed.
5.7.12 Slotted pipes shall be laid with the slots in the down position
symmetrical about the vertical centre line.
5.7.13 Calibrated metal as previously specified shall be placed along the full
length of all subsoil pipes and inspected prior to backfilling.
5.7.14 The trenches shall be backfilled using clean coarse sand filling free
from clods or stones and effectively free draining. This backfilling
material shall be compacted evenly around manholes and gullies and
over and around pipes. Compaction shall be 95% under paved areas
and within the building envelope, and 90% elsewhere of the modified
dry density when tested in accordance with AS1289-1977 E2.1.
5.7.15 Any surplus excavated material shall be disposed of in an approved
manner.
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5.7.16 All pipes protruding into gullies and manholes shall be trimmed to be
flush with the internal face of the structure and any irregularities and
depressions filled with an approved grouting material.
5.7.17 Where a drain is to be laid on unsound ground, or if the drain crosses
over a sewer line or other essential services, the pipe shall be laid on
a suitable independent support structure.
5.7.18 All backfilling shall be placed with great care in such a way that no
pipes or joints or other works are displaced or damaged.
5.7.19 During construction no sand or other material shall find its way into the
drainage system. Unfinished manholes shall be covered to prevent
this occurring.
5.7.20 The backfilling and interim restoration of the trenches in existing road
pavements shall be completed immediately after acceptance of piping
work.
The material used for backfilling pipe trenches and the pits in
roadways shall be a cement stabilised sand at a cement rate of 10 to
1 ratio, if supplied by a concrete batch plant. If mixed by machine the
ratio is to be an 8 to 1 ratio.
Clean granular material and shall be compacted to a density not less
than 95% of the maximum dry density as tested in accordance with
AS1289 E2.1 1977. The top 300mm of trench shall be filled with
limestone to surface level and compacted as specified herein. The
surface of the trenches shall be kept in safe and reasonable condition
for traffic until permanent road reinstatement is carried out. All
subsidence shall be made good with fresh approved material. Unless
otherwise stated interim restoration and maintenance of private roads
or right of ways shall be carried out in the same manner as if they
were public roads. The remainder of the reinstatement shall be
carried out by Council unless otherwise approved.
5.7.21 The surface of verges and all other similar land shall be restored to
the condition in which it was found and shall be left with the
surrounding ground level after all consolidation has been completed.
The surface soil and sub-soils shall be stored separately and
afterwards reinstated in their natural order. All areas disturbed by
drainage works shall be stabilised in accordance with Section 4.6 of
this guideline.
5.8
Open Drains
5.8.1 Open drains shall be installed to the lines and levels shown on the
approved drawings.
5.8.2 Excavated material from open drains shall be disposed of in an
approved manner.
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5.8.3 Where over excavation occurs, this shall be corrected by filling with insitu material and compacting to a density comparable to that of the
natural surrounding material.
5.8.4 A corridor 3.0 metres wide shall be provided for future maintenance
access along one side of the drain.
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SECTION 6 – SUPERVISION
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6.
POLICY MANUAL
CONTROL & SUPERVISION OF CONSTRUCTION
6.1
General
All subdivision works shall be designed and constructed in accordance with sound
engineering principles and in compliance with the approved drawings and
specifications.
Final approval for the works shall only be given when the whole of the works shown
on the drawings of subdivision have been executed to the true intent and meaning
of the approved drawings and specifications and to the satisfaction of the Shire‘s
Engineering Department.
6.2
Responsibility for Quality of Construction
Irrespective of any approvals given by the Shire‘s Engineering Department, the
Subdivider and his responsible agents (including where applicable the Consulting
Engineer and/or the Contractor) shall remain fully responsible for the quality of the
works. The inspections, checks and tests to be carried out by the Shire‘s
Engineering Department are not intended to be comprehensive or detailed and do
not take the place of comprehensive superintendence of the works by the
Subdivider‘s Consulting Engineer.
All subdivision works shall be subject to the provisions of AS 2990 ―Quality Systems
for Engineering and Construction Projects‖ and AS 3900 to 3904 ―Quality Systems‖.
The quality assurance category to be adopted should be Category C generally with
only critical aspects to be subject to Category B requirements. The Consultant shall
ensure that all contract work complies with these provisions.
6.3
Schedule of Inspections
6.3.1
Stages of Construction
The following are the main stages of construction:
a)
Subgrade preparation including clearing, grubbing, leveling and
any other preparatory earthworks.
b)
Placement and preparation of sub-base material including
pegging of approved grading and cross sectional levels, widths
etc. and the placement of service ducts.
c)
Placement and preparation of road base material.
d)
Drainage.
e)
Final grading, trimming and waterbinding.
f)
Primer seal and kerbing.
g)
Placement and preparation of final surface treatment.
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6.3.2
h)
Verge backfill behind kerb, construction of footpaths and final
trimming of verges and batters. The installation of street signs,
name plates and verge furniture including fencing and
stabilization as required.
i)
Earthworks/Recontouring of blocks and spreading of topsoil.
Supervision Requirements
a)
At the Engineer's request, a certificate endorsed by the
Consultant shall be submitted to the Engineer certifying
quantities of materials used in accordance with approved plans
and specifications for any of the main stages of construction.
b)
One working day (24 hours) notice is required so that an
inspection can be made prior to the next or following stage of
construction being commenced.
c)
The second or following stage of construction shall not proceed
until the Engineer or his representative has approved the
previous stage of construction. Notwithstanding this requirement
it will be taken that the Consultant has inspected each stage of
construction to ensure that workmanship and materials conform
with approved specifications and drawings.
d)
The Engineer or his representative reserves the right to inspect
and take samples of materials being used, and test or ascertain
quantity and quality of materials being placed in the road
construction work at any time.
The Consultants will be informed by the Shire of any matters
requiring remedial attention. Such requests shall be attended to
immediately.
e)
When works are in progress, the Contractor shall, at all times, be
personally present or have a competent foreman stationed and
present on the works. A representative of the Consultants shall
be available at the Engineer's request for the purpose of joint
interim inspection where deemed necessary by the Engineer.
6.3.3 Testing Requirements
Attention is drawn to the Shire of Gingin‘s requirements for pavement
testing as detailed in the Shire of Gingin - General Conditions and
Specifications for Construction of Subdivisional Roads and Drainage.
Consultant shall make available to the Engineer, all test results related
to the subdivisional works. Testing shall be carried out by a NATA
approved testing laboratory to the satisfaction of the Engineer. Where
testing of a first or preceding stage of construction is requested by the
Engineer, then no second or following stage of work shall proceed until
approval to proceed is granted by the Engineer.
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6.3.4 Notification of Works
The Engineer must be advised two (2) working days before
commencing work, and after a cessation of work, one day before
recommencing work.
6.3.5 Occupational Health, Safety and Welfare
The Contractor's attention is drawn to the Occupational Health, Safety
and Welfare Act 1984, the amendment 1987 and the Regulations 1988.
Attention is also drawn to the noise limitations as outlined in the Noise
Abatement Act.
6.4
Testing and As Constructed Surveys
All test results and as constructed surveys taken during the works, whether required
under this part or not, shall be made available to the Shire‘s Engineering
Department. All materials and compaction tests shall be carried out by a NATA
approved testing laboratory. All as constructed surveys shall be carried out by an
independent licensed surveyor. Works which fail to meet specified criteria shall be
corrected and re-tested or re-surveyed, as the case may be.
The following minimum tests shall be required:
(a)
Grading and testing of properties of representative samples of sub-base and
base course materials prior to commencement of supply of those materials;
(b)
In situ density testing Embankment filling: 4 tests per 1 000m3
Sub-base & base course: 4 tests per 500m3
Additional density tests of foundation and sub grade to road pavements shall be
taken at the Subdivider‘s cost when requested by the Shire‘s Engineering
Department.
The following minimum as constructed surveys shall be required:
(a)
(b)
After completion of sub grade preparation and prior to cartage of base
courses, take levels at no greater than 20m intervals on the centreline and
on both edges of pavement boxing. The as constructed information shall be
presented in plan or tabular form showing the chainage, the design sub
grade levels for each point, the as constructed levels and the difference
between the two.
After completion of sub-base course construction and base course
construction, and prior to surfacing (sealing), take levels at no greater than
20m intervals on the centreline (at chainages to match sub grade levels) and
on both edges of base course. The as constructed information shall be
presented in plan or tabular form showing the chainage, the design base
course levels for each point, the as constructed levels and the difference
between the two.
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(c)
Pipe drain systems and open drains (not including table drains). Details shall
include location and size of pipes and drains, length between ends (or
centreline distances to pits etc), lid or cover levels where appropriate, and
invert levels at ends. For open drains bottom widths, invert levels at no
greater than 20m intervals and side slopes shall additionally be required.
6.5
Practical Completion
Any items of work found to require rectification at the time of the practical
completion inspection, or at any time thereafter, shall be rectified before practical
completion will be certified by the Shire‘s Engineering Department.
When all subdivisional works are completed to the satisfaction of the Shire‘s
Engineering Department, the Consultant shall be notified of the practical completion
date.
If at any time after the granting of practical completion the subdivisional work is
found to be contrary to Council‘s requirements, or is found to have been
constructed in error to the approved drawings, specifications and any instructions
which may have been issued by the Shire‘s Engineering Department during the
course of construction, then the works shall be rectified at no cost to the Council.
Minor rectification items may be undertaken at the completion of the maintenance
period.
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SHIRE OF GINGIN
Form 001
APPENDIX A - PAVEMENT SUBGRADE (Pre-Inspection Checklist/Certification)
Subdivision ……………………………
Roads: …………………………………………
File No ………………………………………Stage……………………..……………………
Date Inspection: _____/____/_____
Inspected By ……………….........................
Consultants Representative: …………… Consultant: ………………..………………….
Contractors Representative: …………… Contractor: ………………………..………….
WORK PASSED
SUBGRADE INSPECTION
1.0
Yes No N/A
REMARKS
(include
references to
changes)
Pavement excavation
(a) Depth in accordance with approved design
(b) Width in accordance with approved design
(c) Crossfall in accordance with approved design
(d) Surface acceptable with tree roots, wet or
unsuitable subgrade etc removed
2.0
Testing for subgrade with CBR ≥ 3
(a) Load test carried out on base of excavation
(b) Compaction tests carried out on base of
excavation (copies of results attached)
3.0
Testing for subgrade with CBR ≤ 3
(a) Load test carried out after importation of
subgrade replacement (CBR15) material at depth
equivalent to box for subgrade with CBR =3
(b) Compaction tests carried out on subgrade
replacement material (copies of results attached)
4.0
Additional
comments/details
of
rectification works
I……………………………………………. of ………………………………. Hereby certify that the subgrade
detailed above has been prepared to my satisfaction, that it has been constructed in accordance with the
specifications and is fit for its intended purpose. I issue this certification conscientiously believing the same to
be true.
Signature: ………………………………………………………………..
Reference number………………………………………………………
Date: _____/______/______
** This checklist/certification is to be completed and handed to the Council Inspector along with relevant
compaction certificates prior to the inspection .**
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SHIRE OF GINGIN
Form 002
APPENDIX B - PAVEMENT SUBGRADE (Pre-Inspection Checklist/Certification)
Subdivision ……………………………………… Roads: …………………………………
File No ………………………………………….. Stage…………………………
Date Inspection: _____/____/_____
Inspected By .. …………………........
Consultants Representative: ………………….. Consultant: …………………………
Contractors Representative: …………………… Contractor: …………………………
WORK PASSED
PRE-SEAL INSPECTION
Yes No
1.0
N/A
REMARKS
(include references to
changes)
Pavement surface
(a) Crossfall as per design
2.0
(b) Drag broomed and well prepared (tight,
uniformly compacted with course aggregate
slightly exposed)
(c) Surface level as per design (to allow for
specified thickness of surfacing)
Kerbing
(a) Cracks at other than expansion or
construction joints.
(b) Surface damage
3.0
Compaction tests
results attached)
(copies
of
4.0
Load tests
4.0
Additional comments/details
rectification works
of
I……………………………………………. of ………………………………. Hereby certify that the subgrade
detailed above has been prepared to my satisfaction, that it has been constructed in accordance with the
specifications and is fit for its intended purpose. I issue this certification conscientiously believing the same to
be true.
Signature: ……………………………………………………………….
Reference number………………………………………………………
Date: _____/______/______
** This checklist/certification is to be completed and handed to the Council Inspector along with relevant
compaction certificates prior to the inspection .**
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SHIRE OF GINGIN
Form 003
APPENDIX C- PAVEMENT SUBGRADE (Pre-Inspection Checklist/Certification)
Subdivision ………………………………………
File No ……………………………………………
Date Inspection: _____/____/_____
Consultants Representative: …………………..
Contractors Representative: …………………..
LAYING OF ASPHALTIC CONCRETE
1.0
Roads: ………………………….………
Stage……………………………………
Inspected By:…………………….........
Consultant: ………………….…………
Contractor: ……………………………
WORK
PASSED
Yes No N/A
REMARKS
(include references to
changes)
Pavement surface
(a) Power brooming completed
(b) Satisfactorily prepared and suitable for
laying of asphalt
(c) Dry and free of surface water
(d) Existing surface cut back as specified
minimum of 150mm)
(e) Temperature within specified limits
2.0
3.0
4.0
Laying of Asphalt
(a) Asphalt was not placed in the rain or
when rain was imminent
(b)Temperature of asphalt prior to placing
was specified limits
(c) Rolling technique was in accordance with
the specifications
(d)Finished surface of asphalt has uniform
appearance and is in accordance with the
specifications
Additional comments/details of
rectification works
I……………………………………………. of ………………………………. Hereby certify that the subgrade
detailed above has been prepared to my satisfaction, that it has been constructed in accordance with the
specifications and is fit for its intended purpose. I issue this certification conscientiously believing the same to
be true.
Signature: …………………………………………………………………
Reference number………………………………………………………..
Date: _____/______/______
** This checklist/certification is to be completed and handed to the Council Inspector along with relevant
compaction certificates prior to the inspection .**
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SHIRE OF GINGIN
Form 004
APPENDIX D - PAVEMENT SUBGRADE (Pre-Inspection Checklist/Certification)
Subdivision ………………………………………
File No ………………………………………...
Date Inspection: _____/____/_____
Consultants Representative: ………………….
Contractors Representative: …………………..
WORK PASSED
BITUMINOUS SURFACING
1.0
Roads: …………………………………
Stage……………………………………
Inspected By:.. …………………..........
Consultant: …………………….………
Contractor: …………………….………
Yes No
N/A
REMARKS
(include references to
changes)
Pavement surface
(a) Power brooming completed
(b) Satisfactorily prepared and suitable for
bituminous surfacing
(c) Dry and free of surface water
(d) Existing surfacing cut back as specified
(minimum of 150mm)
(e) Temperature within specified limits
2.0
Construction of bituminous surfacing
(a) Work was not carried out in the rain or
when rain is imminent
(b) Temperature of bitumen prior to
was within specified limits
3.0
4.0
spraying
(c) Materials used conformed to the
specifications (cover material dry)
(d) Spraying, spreading and rolling
techniques were in accordance with the
specifications
Bituminous Materials Spraying record
sheets completed and certified as being
true and correct (copy attached)
Additional
comments/details
of
rectification works
I……………………………………………. of ………………………………. Hereby certify that the subgrade
detailed above has been prepared to my satisfaction, that it has been constructed in accordance with the
specifications and is fit for its intended purpose. I issue this certification conscientiously believing the same to
be true.
Signature: …………………………………………………………………
Reference number…………………………………………………………
Date: _____/______/______
** This checklist/certification is to be completed and handed to the Council Inspector along with relevant
compaction certificates prior to the inspection .**
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SECTION 7 – MAINTENANCE AND
SURVEY RELEASE
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7.
POLICY MANUAL
MAINTENANCE & RELEASE
7.1
Survey Release
The Consultant shall satisfy Council that the Subdivider has complied with all
relevant conditions imposed by the Western Australian Planning Commission
pertaining to survey release of all or part of a constructed subdivision.
The conditions which the Subdivider must be comply with, prior to the Council‘s
approval of survey release of a subdivision shall include, but shall not necessarily
be limited to, the following:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
7.2
Creation and location of all stormwater drainage easements;
Creation of any other easements (temporary or permanent) which are
relevant to the subdivision;
Creation of all reserves (including drainage and recreation reserves)
pertaining to the subdivisional works;
Payment of all moneys required to be paid to the Council in consideration of
construction of footpaths, footways or any other works associated with the
subdivision and which are to be carried out by the Council;
Payment of any maintenance retention money (or lodgement of bank
guarantees) and payment of supervision fees required by the Council;
Stabilisation of topsoil, sand or other material or matter subject to movement
over or near the subdivision shall be completed to the satisfaction of the
Shire‘s Engineering Department;
Completion of all roadworks and other works associated with the subdivision
construction to the stage of practical completion; and
Such drawings shall be on a reproducible material, and show the location of
all drains and services.
Maintenance
A twelve months defects liability period shall apply from the date of practical
completion of the subdivisional works.
During the period the Subdivider and/or his responsible agents shall be responsible
for rectification of any defects, whether they are construction or design defects,
which may become apparent. The Subdivider or his responsible agents shall carry
out rectification work within the time requested by Council when notified of such
defects.
If defects are not rectified within the time required by Council then Council may
have the defects rectified at the Subdivider‘s expense. In this case the cost of the
work shall become a debt due to the Council and Council may draw on any
retention money or bank guarantee being held, without reference to or approval
from the Subdivider and without limiting its right to recover any balance of money
due should the security be insufficient to cover the costs of the works.
Before practical completion is granted the Subdivider shall lodge with the Council
an amount of 5% of the cost of the works as security for ensuring the rectification of
defect, which shall be retained by Council for the duration of the defects liability
period. Alternatively, a bank guarantee of approved form may be lodged in lieu of
retention money.
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The bank guarantee shall contain clauses where the bank shall guarantee to pay to
Council unconditionally on demand any amount up to the total amount of the
guarantee at any time so requested, and that the guarantee shall not be withdrawn
until notified by Council (i.e. it shall not have a termination date). Any bank
guarantee lodged with the subdivider by a contractor in lieu of retention money shall
be acceptable as part or full security (as the case may be provided it is in a form
which is acceptable to Council).
Any defects rectified during the defects liability period shall be subject to a further
12 months defects liability period. During this further period Council may, at its
discretion, withhold the release of all or part of any security.
Retention money or bank guarantee shall only be released at the expiration of the
defects liability period (or any further period) after satisfactory rectification of all
defects.
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SECTION 8 – MATERIAL SPECIFICATIONS
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SHIRE OF GINGIN
8.
POLICY MANUAL
MATERIAL SPECIFICATIONS
8.1
SPECIFICATION FOR CRUSHED LIMESTONE
8.1.1 General
Crushed limestone shall be limestone obtained from an approved source and
be crushed to comply with the grading in this specification.
The crushed limestone shall be free from:
(a)
(b)
Roots and other organic matter; and
Sand, capstone and other deleterious material.
8.1.2 Testing
Methods of sampling and testing of crushed limestone shall in accordance
with the following Australian Standards:
AS1141-1974
AS1289-1977
8.1.3 Properties
The crushed limestone shall have a resistance to abrasion, when determined
in accordance with the Los Angeles Test to show a weight loss not
exceeding sixty (60) percent by weight.
The Calcium Carbonate content of the crushed limestone shall not be less
than eighty (80) percent by weight.
8.1.4 Grading
The crushed limestone for sub-base shall comply with the following grading
requirements.
Sieve Size
(Square Openings As
Sieve)
75 mm
19mm
2.36mm and less
Percentage Passing By
Weight
100%
50-75%
30-50%
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8.2
POLICY MANUAL
SPECIFICATIONS FOR ROAD BASE
8.2.1 General
The road base material shall consist of a combination of soil binder, sand
and gravel and shall conform to this specification. It shall be free of vegetable
matter and lumps or balls of clay and shall not contain objectionable
quantities of pyrites or other deleterious substances.
Coarse aggregate retained on a 2.36mm sieve shall consist of hard, durable
particles or fragments of gravel; materials that break up when alternatively
wetted and dried shall not be used.
Coarse aggregate shall have a percentage wear by the Los Angeles
Abrasion Test of not more than forty-five (45).
Fine aggregate passing a 2.36mm sieve shall consist of natural or crushed
sand and fine mineral particles passing the 0.075mm sieve.
The ratio of the portion passing the 0.075mm sieve to the portion passing
0.425mm sieve shall fall within the range 40-60%.
8.2.2 Properties
The portion of the sample which passes the 0.425mm sieve (Soil Mortar)
shall conform to the following requirements when tested in accordance with
AS1289-1977:
Plastic limit shall not exceed
Liquid limit shall not exceed
Plasticity Index shall not exceed
Linear Shrinkage shall not exceed
Dry Compressive Strength shall not be less than
Dust ratio shall not exceed
20
25
5
1%
1.75MPa
0.67
8.2.3 Grading
When tested in accordance with AS1289-1977, the grading of the gravel
shall conform to the following requirements:
Sieve Size
Percent by Weight
Passing
(Square Opening AS
Sieve)
19mm
13mm
9.5mm
4.75mm
2.36mm
1.18mm
0.425mm
0.150mm
0.075mm
95 – 100%
75 – 85%
65 – 75%
40 – 60%
30 – 50%
20 – 40%
10 – 30%
5 – 15%
2 – 10%
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8.3
POLICY MANUAL
SPECIFICATION FOR SEALING AGGREGATE
8.3.1 Aggregate
The aggregate shall be crushed diorite or granite consisting of clean,
washed, tough, durable fragments free from an excess of thin or elongated
pieces, free from soft or disintegrated pieces, stone coated with dirt, dust or
other deleterious matter.
8.3.2 Particle Shape
The proportion of flat or elongated particles in any grading of coarse
aggregate shall not exceed 20 percent. A flat particle is one having a ratio of
width to thickness of greater than three and an elongated particle is one
having a ration of length to width greater than three. There shall not be more
than 2.5% of particles of greater length in any direction than twice the gauge,
and there shall not be more than 20% of particles of greater dimensions in
any direction than 25% in excess of the gauge.
8.3.3 Hardness
Wear – the aggregate shall have a Los Angeles abrasion value not
exceeding 20% of wear for diorite and not exceeding 40% for granite.
8.3.4 Specific Gravity
The bulk specific gravity of the particles of diorite shall be not less than 2.90
(2.60 for granite).
8.3.5 Elongation Factor
The elongation factor which shall be defined as the ratio of the average long
dimension to the average least dimension shall not exceed 2.75 for the
sample.
8.3.6 Method of Sampling and Testing
The method of testing the road metal shall be in accordance with AS11411974.
8.3.7 Grading Requirements – (Percentage by Weight)
Size No.
NORMAL
SIZE
Passing
A.S.mm
Sieve
37.5
26.5
19
1
25mm
2
20mm
100
80 -100
0 – 20
100
3
14mm
4
10mm
5
5mm
6
3mm
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16
13.2
9.5
6.7
4.75
2.36
1.18
600
micron
0–2
0 – 0.5
80 -100
0 – 20
0–2
0 – 0.5
100
80 -100
0 – 20
0–2
0 – 0.5
100
80 -100
0 – 25
0–2
0 – 0.5
100
80 -100
0 – 30
0 – 0.5
100
80 -100
0 – 30
0–5
8.3.8 Average Least Dimension Requirements
SIZE NO.
Average
Least
Dimension
8.4
1
2
3
4
5
15 – 25
10 – 18
9 – 13
6–8
4–6
SPECIFICATION FOR ASPHALT (BITUMINOUS CONCRETE)
8.4.1 General
All asphalt used in paving works shall comply with AS2734-1984.
8.4.2 Binder
The binder shall be Class 170 residual asphaltic bitumen complying with
AS2008-1980.
8.4.3 Aggregate
The aggregate shall be granite and be in accordance with Appendix ―K‖ of
AS2150-1978.
8.4.4 Characteristics of the Paving Mixture
The paving mixture for the surface course shall meet the following
requirements by weight when determined by A.S. sieves. The residual
binder, that is the residual asphaltic bitumen, shall be determined as a
percentage by weight of the total mixture.
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SIEVE SIZE
19.0 mm
13.2 mm
9.50 mm
6.70 mm
4.75 mm
2.36 mm
1.18 mm
600 um
300 um
150 un
75 un
General limits
of bitumen
content
PERCENTAGE OF MINERAL AGGREGATE
PASSING SIEVE
(by weight)
AC5
AC7
AC10
AC14
100
100
85 – 100
100
90 – 100
70 – 85
100
80 – 100
70 – 90
62 – 75
85 –
70 – 90
58 – 76
53 – 70
100
55 – 75
45 – 60
40 – 58
35 – 52
38 – 57
35 – 60
27 – 44
24 – 40
26 – 43
22 – 35
17 – 35
15 – 30
15 – 28
14 – 25
11 – 24
10 – 24
8 – 18
8 – 16
7 – 16
7 – 16
4 – 11
5–8
4–7
4–7
5.5 –
5.3 – 7.0
5.3 – 7.0
4.8 – 6.5
7.0
8.4.5 Marshall Properties
PROPERTY
Minimum Marshall
Stability (50 blow)
Marshall flow
(50 blow)
Voids Content
Bitumen Content
MIX
AC5
5.0 kN
AC7
5.5 kN
AC10
6.5kN
AC14
6.5kN
2–4
mm
3 – 5%
5.5 –
7.0%
2–4
mm
3 – 5%
5.3 –
7.0%
2–4
mm
3 – 5%
5.3 –
7.0%
2 – 4
mm
3 – 5%
4.8
–
6.5%
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7.9
POLICY MANUAL
CONSTRUCTION OF GAZETTED, UNMADE RURAL ROADS TO A MAXIMUM
VALUE OF $20,000.00
Following receipt of a request from the owners of rural land serviced by a gazetted
but unmade road, Council‘s Principal Works Supervisor and Consulting Engineer
shall be requested to formulate an estimate of construction costs.
In the event that the total cost of construction is less than $20,000 and subject to
the landowner/s agreeing to finance 50% of the total construction cost, Council
finance the other 50% of the construction cost utilising Municipal funds from the
discretionary expenditure account established for this purpose.
ADOPTED: COUNCIL 19 NOVEMBER 1998
REVIEWED: 19 APRIL 2011
7.10
CONSTRUCTION OF GAZETTED, UNMADE RURAL ROADS WITH A VALUE
EXCEEDING $20,000.00
If the total cost of construction exceeds $20,000.00, then the landowner/s are to be
advised that Council may give consideration to the proposal during future Budget
deliberations.
ADOPTED: COUNCIL 18 FEBRUARY 1999
REVIEWED: 19 APRIL 2011
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8.0
BUILDING
8.1
BUILDING CONTROL DISCLAIMER
This Disclaimer of legal ability or responsibility shall have and is intended to have
effect as a condition of the Building Licence hereby issued.
While the Shire has inspected the Drawings and Specifications to ascertain the
extent of compliance of the proposal building/structure with all relevant provisions
of the Local Government (Miscellaneous Provisions) Act 1960, Building regulations
1989, Building Code of Australia and Local Laws, (―the Statutory Provisions‖) and
reserves the right to carry out site inspections, the Shire disclaims all legal liability
and responsibility for:

Actual compliance by the Drawings and Specifications with Statutory
Provisions; or for

Any defect (latent or patent) in design and/or construction of the subject
building/structure; or/for

Any defect in the site and its capacity to support the foundations or in the
materials used in the construction of the building/structure.

You as the Builder/Building Owner must take responsibility in relation to each
and all foregoing matters and not rely upon the Shire in relation thereto. By
acting upon this permit, you, as the Builder/Building Owner release and
discharge the Shire from all liability in relation to such matters and indemnify
the Shire from all claims for loss or damage sustained by you and any
successor in title by reason of non-compliance by Drawings and
Specifications and/or the building with the Statutory Provision and
requirements of all other Statutory Authorities or by reason of any such
defects.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
8.2
BUILDING LICENCE FEES - REFUND OF
Fees shall not be refunded for processed building licence applications that are
subsequently cancelled.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
8.3
BUILDING LICENCE - DEPOSIT FOR FOOTPATHS/CYCLEWAY
All applicants for a Building Licence in townsites must sign an agreement to pay
the entire cost of restoring the verge to the state it was prior to the commencement
of any development.
ADOPTED: 4 NOVEMBER 2008
REVIEWED: 19 APRIL 2011
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SHIRE OF GINGIN
8.4
POLICY MANUAL
SIGN APPLICATIONS
(a)
Road Reserves - Signs
It shall be the duty of the Chief Executive Officer to administer the By-Laws
relating to Signs, Hoardings and Bill Posting. The Chief Executive Officer is
hereby authorised to take action in relation to signs placed on road reserves
in contravention of the Local Laws.
An instruction is to be served on the owner of an offending sign, requiring
removal forthwith. If it is not removed within seven (7) days from service of
the notice, arrangements are to be made for removal of the sign. Signs
removed are to be placed in the Depot Yard and the owner notified of the
action taken.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
8.5
AMALGAMATION OF LOTS FOR BUILDING SITES
Where the site of a proposed building extends over more than one surveyed
allotment, such lots shall be amalgamated into one allotment and the Chief
Executive Officer will not issue a Building Licence until he is satisfied that an
approved Diagram of Survey has been lodged at the Titles Office and an
application for a Certificate of Title for the amalgamated allotments has been
registered and accepted.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
8.6
ROOF DRAINAGE
Where the ground is unsuitable for underground sumps to take rainwater from
roofs, it be channelled into a suitable pipe to be laid under the footpath of the
adjoining street and discharged into street drains, with the approval of the Chief
Executive Officer.
The owner of such a dwelling will bear the full cost of this work, but it is to be
carried out under the supervision of a Shire employee.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
8.7
ROOF GUTTERING ON OUTBUILDINGS
Outbuildings are exempt from having guttering, provided the run off water from the
roof of such outbuilding does not cause:(a)
Entry of water into buildings.
(b)
Instability of the building or any other building on the same site.
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(c)
Drainage problems to the adjoining properties.
(d)
Any unhealthy or dangerous condition on-site or to the adjoining site.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
8.8
TEMPORARY ACCOMMODATION
(Temporary Accommodation means a person or persons residing in a Caravan
Only with approved basic health facilities included in or adjacent to the caravan.)
No person/s is allowed to reside on their property in temporary accommodation
(that is no person shall convert into or adapt or use as a dwelling any building not
originally constructed or erected as a dwelling/house), unless they comply with the
following conditions:
(a)
A written request shall be made for occupancy of temporary accommodation
and permission received before such temporary accommodation is taken up.
(b)
Plans and Specifications for the erection of a dwelling/house shall be
approved by the Chief Executive Officer and the sand pad, footings and slab
(or stumps) must be completed before the Shire will grant approval to occupy
temporary accommodation.
A WC, shower and laundry, connected to an approved septic system and
leach drains, shall be provided prior to occupying the temporary
accommodation.
An adequate supply of potable water fit for human consumption shall be
available on the property. Water can be provided by means of a bore, well or
other supply approved by the Shire.
Duration of Approval
Approval shall be in accordance with the Caravan Parks and Camping
Grounds Regulations 1997, Regulation 11 (2) (a), (b) and (c) from the date of
the installation and approval of an authorised septic system.
Conditions
The applicant must provide a written detailed works programme, showing the
various stages of construction and the associated time frames, with the
application.
General
Applicants are to be advised that the period of approval shall not be extended
beyond eighteen (18) months, being the initial twelve (12) month period and
one possible extension of six (6) months.
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After the expiration date of this approval, the Shire will instigate legal
proceedings under the Health Act against those persons who have not
complied with the Shire‘s conditions of approval for residing in a building not
approved as a dwelling.
Applicants are also to be advised that the Shire will serve Notice under the
Local Government Act for any buildings that have not been constructed to the
required stage within the given period of approval.
An administration fee established by the Shire from time to time, is required
with each initial application for temporary accommodation.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
8.9
RETAINING WALLS
Persons who excavate or fill land for any use shall be held responsible for
adequate retaining walls to be constructed adjacent to lot boundaries.
Materials proposed shall be of durable type and quality, and be constructed on or
adjacent to boundaries. Other materials shall not be considered within one metre
of any adjacent lot boundaries.
Provided the proposed building or structure can be safely constructed before a
retaining wall is built, construction of retaining walls shall be as follows:(a)
Up to 300mm at the boundary, within twelve (12) months of completion of the
development.
(b)
Up to 600mm at the boundary shall be completed when the development is
at plate height.
(c)
Over 600mm shall be specified as a condition of a development approval,
and the retaining wall shall be constructed with the sand pad prior to the
placing of any concrete footings.
(d)
Neighbours with property abutting a proposed retaining wall shall be advised
of the proposal by the applicant, giving them opportunity to comment on the
proposal to the Shire.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
8.10
RETAINING WALLS - CUT AND FILL OF LOTS
All filling, embankments and sides of excavations, must be stabilised and
protected against erosion by wind and water where the structural safety of any
building could be affected. They shall be capable of supporting any reasonable
load that may be exerted on them from within the site, or from any required
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support to adjoining ground, and, wherever the soil conditions so require or the
excavation or fill is permanent with a slope steeper than the angle of repose or
natural slope of the soil, retaining walls or other approved methods of preventing
movement of the soil shall be provided and constructed to the satisfaction of the
Chief Executive Officer.
A letter of non-objection shall be obtained from the owners of the adjoining
property before placing any fill exceeding one metre in depth within 2.4 metres of
the common boundary, unless contained within the external wall of the building.
Alternatively, the Shire may serve a notice of proposal, in writing, to the owners of
the adjoining property, stating that if no objection is received within twenty one (21)
days, it shall determine the application.
ADOPTED: COUNCIL 18 MAY 1995
REVIEWED: 19 APRIL 2011
8.11
OVERSIZED OUTBUILDINGS
i)
The maximum size of outbuildings allowable in a residential zone shall be
90m2. However, where properties are in excess of 4,000m 2, outbuildings in
excess of 90m2 may be permitted to a maximum of 140 m2.
ii)
Applications for outbuildings between 60m2 and 90m2 should be
accompanied by a letter of non-objection from the owners and occupiers of
the adjoining properties. Alternatively, Council may write to the owners
and/or occupiers of adjoining properties giving them twenty-one (21) days in
which to make comment.
iii)
Where no adverse submissions have been received from the adjoining
owners and/or occupiers within the 21 day advertising period the Chief
Executive Officer, following positive consultation with the relevant Ward
Councillor(s), shall be granted delegated authority to approve the proposal
with appropriate conditions.
iv)
Where an adverse submission(s) has been received the matter shall be
referred to Council for determination.
v)
All approved applications are to be marked that approval is on the condition
that the outbuilding is not to be for Commercial or Industrial purposes.
ADOPTED: COUNCIL 15 JANUARY 2002
AMENDED: COUNCIL 6 DECEMBER 2005
REVIEWED: 19 APRIL 2011
228